New Feature: Download Request

Our latest feature is for clients that want to enhance their Barberstock library’s ‘download workflow’, with a little more control over who is downloading their digital assets, and for what reason.

 

Register, Login, Download, Repeat.

Many of our clients love the fact that they can let both internal and external end users (staff, partners, media, meeting planners, etc), access their Barberstock library and download exactly what they need, when they need it, with little involvement. The Administrator only needs to approve or setup a user’s account and assign said user to an appropriate Access Group. It’s a simple solution that works seamlessly.

 

But….

What about those instances when you have partner-provided ‘VIP’ Images with much stricter use parameters?

Or cases when you want to know exactly what the user intends on using a specific set of B-Roll clips for?

Or perhaps you simply would prefer a certain user submit a ‘Request to Download’ instead of downloading from your library at free will.

 

This is where the Download Request feature comes in!

The Download Request feature adds an additional step to the download workflow that can be tailored to your organization’s goals.

It works two-fold; via Asset Management and User Type Management.

Here is a general overview of how the feature works:

 

1. Asset Management

When editing assets, you can assign them to:

 

ANo Request Required

Download process remains the same. Any Regular User will be able to download this file immediately from the Download Queue.

 

 

 

 

 

 

 

 

 

 

 

 

B. Enter Reason – No Approval Required

 

 

 

 

 

 

 

 

 

 

 

 

 

Any Regular User or Limited User will first ‘Request’ to download files in their Download Queue.

 

 

 

 

 

 

 

 

 

 

 

 

Once requested, a pop-up will appear asking the user ‘How will you be using this asset?’.

 

 

 

 

 

 

 

 

 

 

 

 

When the intended use/reason is submitted, the user will be able to download the file.

 

 

 

 

 

 

 

 

 

 

 

 

The ‘Request’ button will turn into a ‘Download’ button.

 

 

 

 

 

 

 

 

 

 

 

 

The intended use/reason is stored in the system for Administrators to reference in the ACCOUNT>Download Requests section.

 

 

 

 

 

 

 

 

 

 

 

C. Enter Reason – Approval Required

 

 

 

 

 

 

 

 

 

 

 

 

Any Regular User or Limited User will first ‘Request’ to download files in their Download Queue.

 

 

 

 

 

 

 

 

 

 

 

 

Once the intended use/reason is inputted, they will receive a notification indicating that their request has been submitted for approval.

 

 

 

 

 

 

 

 

 

 

 

 

The status of that file will change from ‘Request’ to ‘Pending’.

Administrators receive a notification via email that the file has been requested. They can then log into their Barberstock account and go to ACCOUNT>Download Requests to view the intended use/reason and approve or deny the request.

 

 

 

 

 

 

 

 

 

 

 

If denied, the user will receive a notification via email.

If approved, the user will receive a notification via email and can go back into their Download Queue to download the file. The status of that file will change from ‘Pending’ to ‘Download’.

 

 

 

 

 

 

 

 

 

 

 

 

The intended use/reason will be stored in the system for Administrators to reference.

 

 

 

 

 

 

 

 

 

 

Notes

  • The Download Request notifications can be set to all Administrators or just specific Administrators.
  • Clients must select either Option #1: Enter Reason – No Approval Required option or Option #2: Enter Reason – Approval Required option. Both options cannot be available on the same platform.

 

2. User Type Management

 

When creating or approving users, four User Types are available: Admin User, Regular User, Limited User & Restricted User.

 

 

 

 

 

 

 

 

 

 

 

A. Admin User

Full access. This user will always be able to download immediately even if the file is set to Request Required.

B. Regular User

Can view and download assets. This user will be able to download immediately, unless a file is set to Request Required, then they will need to request to download that specific file.

C. Limited User

Can view and request to download assets. This user will always need to request to download despite the setting of the file.

 D. Restricted User

Can view but not download. This user will not be able to download or request files no matter what the setting of the file is and will not be able to access the Download Queue.

 

Notes:

  •  The four User Types are only available to clients with the Download Request feature. If the Download Request feature is not enabled, only three user types will be available (Admin User, Regular User, Restricted User).

 

Customizing the Request Pop-Up

In addition to the user inputting the intended use/reason why they would like to download a file, custom text can also appear during this step. Most clients use this to include their Terms & Conditions/Usage Guidelines.

 

 

 

 

 

 

 

 

 

 

 

 

The text for this pop-up can be edited in REVIEW>Agreement Settings section.

 

 

 

 

 

 

 

 

 

 

 

 

So what do you think?

We bet you can think of a number of cases where this could come in handy! If so, contact your Account Manager to schedule a visual demo of the feature in action!

Not using Barberstock yet? Get in touch, and let’s get you started!