A list of all active, pending, expired and rejected asset requests is available in the backoffice.

The lists allow selected “backoffice” USERS to view all asset requests, approve, reject or delete “Pending” asset requests, or to reject or delete previously “Approved” requests.

Note that not all backoffice Administrators and Editors will be able to access the asset requests tables as they will only be made available to selected backoffice users. Please also note that this “backoffice” approvals mechanism is different to the process that allows “frontend” Asset Administrator MEMBERS to be notified whenever a downloadable asset is requested. For help on setting up frontend “Asset Administrators”, please view the info on the “Permission Requests [tab]” section.

For a definition of the different Asset Administrator types, please read the “Setting up Asset Administrators” info below. 

To view a list of all asset requests, please read on...

• Backoffice “Asset requests” lists
• Accessing the “Asset requests” lists

The backoffice asset requests lists are found on the “Asset Requests” tab of the root “Content” section:

~/Content [section] > Content [root node menu heading] > Asset Requests [tab].

If you cannot see the tab, please view the “Accessing the “Asset requests” lists” section below or contact your site administrator to provide access.

There are two asset requests tables:

• Active Asset Requests
• Expired and Rejected Asset Requests
  
  

Active Asset Requests

This table lists all “Approved” and “Pending” asset requests. It allows you to approve, reject or delete “Pending” asset requests, or to reject or delete previously “Approved” requests.

Approving a “Pending” asset request automatically sends a notification^ email to the requestor.

Rejecting a “Pending” asset request or a previously “Approved” request automatically sends a notification^ email to the requestor and allows you to provide a rejection reason. Once rejected, the request moves into the “Expired and Rejected Asset Requests” table outlined below.

Deleting a “Pending” or previously “Approved” request DOES NOT send a notification^ email to the requestor. Once deleted, the record cannot be retrieved and the member will be required to re-request access via the frontend asset request form. Note that deleting previously “Approved” records will result in members losing that “Approved” access.

^ Notifications are only sent when approving, re-approving or rejecting an asset request.
 

Expired and Rejected Asset Requests

This table lists all “Rejected” and “Approved (Expired)” asset requests. It allows you to reactivate or delete a request.

Note that assets automatically move from an “Approved” state to an “Approved (Expired)” state when the requested access duration has expired. If needed, any expired or rejected requests can be “Re-approved” (e.g. reactivated).

Re-approving a “Rejected” or “Approved (Expired)” request automatically sends a notification^ email to the requestor and allows the Administrator to provide a reactivation (reuse) reason, change the access duration and add a new access start date. 

Deleting a “Rejected” or “Approved (Expired)” asset request DOES NOT send a notification email to the requestor. Once deleted, the record cannot be retrieved and the member will be required to re-request access via the frontend asset request form.

^ Notifications are only sent when approving, re-approving or rejecting an asset request.
 

Selecting asset requests

Asset requests can be selected, approved, rejected or deleted individually or in bulk.

• To select multiple items, select the rows individually to highlight them. Reselect a highlighted row to deselect it or click the “Clear selection” button.
• To select all items, click the checkbox above the table or uncheck it to deselect all items.

Once selected (and depending on the type of request selected), the Approve, Reject and/or Delete buttons appear in the action bar above the table.

List items can be sorted (by Name, Asset, Date Requested, Status etc) by clicking the heading above each column in the tables.

Asset request details

Clicking the asset requestor’s name within the row reveals the “Asset Request Details” panel:

Recorded details include:

• Asset Name & Asset Versions
• Requested By Name
• Requested By Email
• Date Requested
• Intended Use
• Duration
• Start Date
• Target Audience
• Status (e.g. Approved, Pending, Rejected, Expired)
• Reuse Reason (appears when a rejected or expired request is re-approved)
• Approval Date (appears after a request is approved)
• Approved By (name of the backoffice User or frontend Member who approved the request)
  
  

The asset requests lists are only made available to selected backoffice users (Administrators and Editors).

To access, the “backoffice” USER must be linked to the “Asset Requests Dashboard” User Group. An Administrator (with higher privileges) can link the user to this group.

To link the user to the group, click the individual user in the “Users” section...

Then, click “Add” under the “Assign access > Groups” panel:

The “Select users” panel will appear with a list of all User Groups.

Select the “Asset Requests Dashboard” User Group and click “Submit”. Remember to click “Save” against the user profile. The user will now be able to view the Assets Requests dashboard in the Content section.