Requests - Upload assets

Creating an upload request allows users to submit assets for review and approval before they are added to the platform. This ensures that assets meet organizational standards and are properly classified before being ingested. To create an upload request, users must specify key details, select a security and metadata template, and submit the request. Once submitted, designated approvers will review the assets and either approve or reject them.

The Upload Request feature allows administrators to require approval before assets are added to the Content gallery.

• Approved assets appear in the Content gallery. They are available to users as permitted by their security templates.

• Rejected assets remain in the system, but their visibility is limited. If necessary, an administrator can delete rejected assets to remove them from the system.

NOTE: The approval process does not automatically modify security templates.

To apply Upload Request to specific users, administrators assign them the Upload privilege. This ensures that they must submit assets for approval before they are made available in the Content gallery.

After assets are uploaded, approvers receive the request for review. They can either assign assets to a specific approver, or they can complete the review themselves. Once the assets are approved or rejected, the upload requester is notified via email.

Request inbox—All, Upload, and Completed requests:

Upload assets for approval

Users who are required to submit assets for approval must be assigned the Upload privilege. The submitted assets are routed to the Request inbox of all approvers, who can either assign them to a specific approver or review them directly. Additional privileges can be assigned as necessary.

Upload Assets screen

When uploading assets for review and approval, users with the Upload privilege are presented with a modified Upload Assets screen. They must provide a Request Title for their asset upload submission and cannot add assets to a collection.

NOTE: The Upload Assets screen is customizable by administrators, so additional information may be required.

Once assets are submitted, approvers review them and can approve or reject the request. Upload requesters will receive email notifications about the approval status.

Create an asset upload request

Creating an upload request allows users to submit assets for review and approval before they are added to the platform. This ensures that assets meet organizational standards and are properly classified before being ingested into Tenovos. To create an upload request, you will specify essential details, select security and metadata templates, and submit the request for approval. Once submitted, designated approvers will review the assets and either approve or reject the request.

To create an upload request:

1. In the navigation bar, click Add Files to open the Upload Assets screen.

2. Select a Security Template to apply to the assets.

3. Select a Metadata Template for your upload request.

4. Provide a Request Title (required). This is a brief description of the upload request.

5. Provide any additional information, such as:

   • Request Description. Further details about the upload request.
   • Processing Date. The date the assets must be uploaded to the Tenovos platform.

   NOTE: The metadata template is customizable. The available fields may vary depending on your organization's customized metadata template.

6. Click Continue to submit the asset upload request.
   A message will confirm that the assets have been successfully ingested.

7. Click Upload More Assets to create a new upload request or click Logout to sign out of the system.

Feature requirements

The Upload Request feature requires that users be assigned specific privileges and a metadata template with three system-controlled metadata groups.

Required permissions

Both upload requesters and approvers need specific privileges to use the Upload Request feature.

• Requesters. Users who submit assets for approval must be assigned the Upload privilege. The assets they submit will be routed to the Request inbox of all approvers. Additional privileges can be assigned as necessary.

• Approvers. Users who review and approve the asset submissions must have the Requests Inbox and Request Management privileges. These privileges enable them to view the Request inbox and approve or reject asset uploads.

Metadata template

The Upload Request feature requires a metadata template with three metadata groups: Upload Request, Upload Request Internal Info, and Request Workflow Action, along with their associated metadata attributes.

• The metadata template must be configured by Tenovos Operations.
• The system-controlled metadata groups should not be modified.
• You can add additional metadata groups and attributes as needed.
• There is no limit to the number of metadata templates that can be created for the Upload Request feature.

Upload Request metadata template:

Metadata groups and attributes

The metadata template for the Upload Request feature must include the following system-controlled metadata groups and associated attributes. You can add additional metadata groups and attributes as needed.

IMPORTANT: The required system-controlled metadata groups should not be modified. However, you can edit the metadata group Upload Request Internal Info to set the default value of Request Type to "Upload."

Metadata Group	Metadata Attributes
Upload Request These fields are presented to upload requesters.	- Request Description - Requested Processing Date - Request Title
Upload Request Workflow Action These fields are not presented to upload requesters.	- Approved Assets - Rejected Assets - Event – Asset Identifier
Upload Request Internal Info These fields are not presented to upload requesters.	- Request Status - Request Type - Reviewer Notes (Internal) - Submitted By - Assigned To - Notification Email

Security template

The Upload Request feature does not require security templates. However, it is highly recommended that upload requesters be assigned a security template to control the visibility of the uploaded assets. This can be done in the Upload Request screen.