Help Center Admin Support Best Practice Upload approval workflows

            Upload approval workflows:

            Upload Approval workflows can be designed for enterprise plan clients. This is a configuration to leverage the built-in features of Lookatme

            Workflow - user approval - Admin:
            1. External Contributors or Staff Contributors can be allocated into the relevant group by an Admin user with approve privileges. Adding a user to a Contributor group can be temporary or permanent. The number of concurrent Contributors is per your licensing plan.
            2. Set up a target Album with Contributor's name, with Show in Search set to Yes. This new Album may take up to five minutes to be visible because indexing is every five minutes on the hour.
            3. Go to Manage Users > select the user > Edit user details and add the Album to the user under the heading Albums > Private. If the Album is not in the list yet, please wait a few minutes.
            4. Log in as the Contributor and set DEFAULT DATA: Give each Staff Contributor and External Contributor their own target Album (from step 3), embedded in their default data. Go to Upload > Edit default data > System > Album
            5. On the same tab, set Item group for this user.  Admin is the standard selection. Optionally we can create a custom item group with your own label such as NOT APPROVED.

            Workflow - Item approval - Admin:

            1. To approve items that have been uploaded by a Contributor, go to Manage Albums > Category **Contributor Uploads > Album with the name of the contributor > Bulk edit items from Item Group Admin (or your custom labelled item group) to the appropriate Item group.
            2. The Administrator can approve an entire batch from a given photographer - or part of a batch by ticking the checkboxes

            Workflow: Contributor uploading items
            1. Log in as Contributor 
            2. Go to Upload tab
            3. Set default data
            4. Upload
            5. Optionally view the items after upload (editing will not be available to the Contributor)
            6. Optionally email the site Admin if the Contributor has made a mistake in the metadata
            7. Optionally download the CSV, fix the errors and re-upload the CSV. (Click the Settings cog icon at the right hand side of the Upload history entry > Download CSV

            To test the workflow

            1. Log into your site as Admin
            2. Open your site in a new private window or another browser
            3. Log in as Admin in that window as well. You will now be logged in with two browsers
            4. Go to Manage Users in the second window
            5. Click the test Contributor user name dropdown menu
            6. Select Log in as this user
            7. You can switch between your two browsers

            Privacy and security:

            1. In Upload History Staff and External contributors will only see the upload folders of items that they have uploaded
            2. In a general search, Staff Contributors will see Staff items. They will be able to see private private information on all items. This is a limited group, up to 25 staff at any time, and privacy requirements can be managed internally as part of staff training in privacy obligations. There is no need to hide private information from Staff Contributors.
            3. In a general search, External Contributors will only see items they have uploaded. If the External Contributor wishes to view other items for non-upload purposes, they will need to have a second registration for that purpose.
            Mandatory or non-Mandatory Default data?
            In 2018 we will release an update that will allow the option, on a user by user basis, to enforce or not-enforce the mandatory fields in default metadata.
            • Non-mandatory default data is recommended if uploaders embed metadata in the images before upload. Making any Lookatme default data fields mandatory would overwrite the XMP for that field. Best practice in the industry is to use the XMP workflow wherever possible.
            • Mandatory default data is recommended if XMP embedded metadata fields are usually empty or contain data that is sensitive, incorrect or not useful 

            Updated: 14 Jan 2019 01:05 PM
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