What are the Transfer to Library Tasks?
Once approval cycles are complete, in which new files were reviewed and approved, there may be a need to transfer the approved files to the Asset Library. Depending on which node was added to the template, you may be able to have the approved file transferred manually (Manual Transfer to Library) or automatically (Auto Transfer to Library). Below are the details on how to use both.
Manual Transfer to Library
The Manual Transfer to Library task allows a user to transfer (move) approved assets to a specific location in the File Library. When performing the task, the user has the ability to either move the asset ‘as-is’ to a folder within the Library -or- transfer the asset as a new version of an existing file in the Library. Depending on how the task is configured within the workflow, the user may additionally have the ability to enter / update the values for asset attributes (Custom Fields) associated with the asset.
Note: By default, the initial value of asset attributes are derived from attributes within the task. If the user has been granted permission to enter or update asset attributes, they can be changed to have values that differ from the task / project values.
Who can use Manual Transfer to Library?
The task can be configured by a system administrator within the Workflow Template Designer. At the project level, the task can be assigned to any user with permissions to view and edit assets in the library.
Configuring the Manual Transfer to Library Task
Note: The Manual Transfer To Library task is used in conjunction with the Approval Task, as the transfer task only moves approved files.
Configuration Options Specific to the Manual Transfer to Library Task
- Lock Attributes
If checked, this will prevent the end user from being able to enter / modify attribute values (Custom Fields) for the asset.
If unchecked, the user will be allowed to enter / modify the values of Custom Fields for the asset. Values of matching Custom Fields known to the task will be mapped to corresponding asset fields as default values. If the end user changes the values for the asset, the updated values will only be reflected in asset metadata.
- Allowed Asset Library Folder and File Types
Limits the Folders and/or File Types available to the end user to choose as a target of the transfer task.
Execution of Manual Transfer to Library Task
Following an Approval Task, the Manual Transfer To Library Task can be performed by an end-user to transfer (move) the file to a specific folder in the File Library -or- to transfer the file as a new version of an existing asset in the File Library.
The screenshot below is an example of a Manual Transfer to Library task details panel prior to completion. Important sections of the task details are labeled and described.
The labels represent the order in which it is recommended to complete each section.
Sections can be completed by selecting the appropriate ‘Edit’ link.
1. Project Attributes (optional)
As with most tasks, the user may be allowed to update values for project attributes (Custom Fields).
2. Task Attributes (optional)
As with most tasks, the user may be required to enter / update values for task attributes (Custom Fields).
Note: If editing project or task attributes, it is recommended that the user does this prior to selecting the transfer location and providing asset attribute values. Default values of asset attributes are derived from task and project attributes. Editing project or task attributes in the task details will clear previously selected asset transfer details.
3. Transfer Location (required)
The user will be prompted to select either:
– Destination folder within the File Library
– Specific file to be versioned
4. Transfer Details (required)
When completed, this section will contain the following information:
– File Type and Status
– Asset Attributes and values
File Type and Status
If the user has chosen to transfer the asset to a folder, they will be required to additionally select the asset File Type and Status.
If the user has chosen to version an existing file, the File Type and Status is derived from the file being versioned and is not editable by the user.
Asset Attributes
Default values for assets attributes (Custom Fields) are inherited from any matching Attributes (Custom Fields) that are available or extended to the task. When the task is submitted the values provided for task and asset are treated independently – meaning if the default values for the asset have been updated by the user, those updated values will be applied only to the asset.
If editable, after selecting a File Type the asset attributes (Custom Fields) associated with the chosen File Type are displayed within the Transfer Details dialogue. If the user has permission to edit / update values, they may do so within this section of the dialogue.
The Screenshot below is an example of the same task just prior to being submitted (notice the [Complete] button is now available in the upper right of the task details.)
The screenshot is an example of transferring the asset to a folder. Had a file been selected for versioning, the Transfer Location would display the folder and file name, as well as a message indicating that the file was about to be versioned.
View the approved file
To view the file that was transferred to the library, go to the asset library and search for the file by navigating the folder hierarchy, searching, or filtering. Here you will see the file, its metadata from the project, and a link to the project or sub-process from which it came. Files that have been approved will appear with an approved icon on the file’s thumbnail image.
Auto Transfer to Library
One of the nodes available in constructing a process template is the Auto Transfer to Library (ATTL) node. Having an Auto Transfer to Library node in a process template means that when projects are executed with this task in its workflow, the file that is approved in the process will be automatically transferred to the asset library. This will ensure that the approved file is stored in the library and is available to users who will need to access the file.
The ATTL node has several settings that will ensure that the approved file is automatically transferred to its right location.
Who can manage the Auto Transfer to Library node?
BLUE administrators have access to create and manage process templates and will have the ability to add one or more ATTL nodes into the process template. If you think you should have access to a process template, contact your administrator.
Setting up the Auto Transfer to Library node
You can add the ATTL node from the left Tasks panel in the process template. In a typical process, the ATTL node is likely to be the last step in the workflow, after the file’s approval step.
Once you are ready to configure the ATTL node, and you are configuring your asset library location, you will have to enter an expression to indicate where you want the approved artwork to be transferred to. Typical locations include a brand or product folder.
Approval Candidate ID
As part of the approval process, the ATTL node will need to associate itself with the approval file. The approval candidate ID must be the same as the one the file being approved, so this should match the one used in the tasks in the approval process (upload for approval, review, approval).
Asset Library Location Expression
The expression required to indicate an asset library location is based on Velocity Template Language (VTL). VTL is meant to provide the easiest, simplest, and cleanest way to execute dynamic content. VTL uses three types of references: variables, properties, and methods.
Variables refer to something defined in the Java code, or it can get its value from a VTL statement itself. The shorthand notation of a variable consists of a leading “$” character followed by a VTL Identifier. A VTL Identifier must start with an alphabetic character (a .. z or A .. Z):
$date
$customfields
Properties have a distinctive format. The shorthand notation consists of a leading $ character followed a VTL Identifier, followed by a dot character (“.”) and another VTL Identifier. These are examples of valid property references in the VTL:
$customer.Address
$purchase.Total
Methods are defined in the Java code and are capable of doing something useful, like running a calculation or arriving at a decision. Methods are references that consist of a leading “$” character followed a VTL Identifier, followed by a VTL Method Body.
$customer.getAddress()
$purchase.getTotal()
$page.setTitle( ‘My Home Page’ )
$person.setAttributes( [‘Strange’, ‘Weird’, ‘Excited’] )
Variables allowed for Asset Library Location Expressions
Variable |
Description |
${cfs.get(‘FieldID’)} |
Captures the custom field value for the selected custom field ID. Allowed custom fields: String free text, String list single select (constrain / non-constrain), and Company single select. |
/FolderName /SubFolderName |
Indicates the location path of where an approved file will be transferred to on completion. Can be followed with subfolders, or other variables to complete the expression. For example, /Assets/Folder1. Do not include the root folder “Folders,” as this will not work in the expression and may cause the transfer to fail. |
${date.get(‘yyyy’)} |
Captures the date – year, as indicated by the variable. In this example, uses the current year, yyyy = 2017 |
${date.format(‘yyyy’), $cfs.get(‘Field_Date’)} |
Captures the date value (year) that is populated in the indicated custom field. |
${date.get(‘MMMMMMMMM’)} |
Captures the date – month, as indicated by the variable, in which “M” represents the month. Note: if you want the full month name, you must add the number of M’s in the expression to the maximum number of letters for a month, which would be September (9 characters). |
Here are some examples of how you can use velocity expressions for the Auto Transfer to Library asset location. These are examples of expressions to transfer the approved file to a specific location in the assets folder, driven by the values from brand, product, and SKU custom fields, or by a specific folder location.
/Assets/${cfs.get(‘brand’)}/${cfs.get(‘product’)}
/Assets/${cfs.get(‘brand’)}/${cfs.get(‘product’)}/${cfs.get(‘sku’)}
/Assets/2017 Approved Files Folder
Note: Make sure the single quotes are the straight up-and-down ones ( ‘ ) and not the curvy ones (‘ and ’ ) which other programs (like Word) create. The expression will not work with the curvy single quotes.
Version file
To indicate that the file being transferred should be a version of another in the location folder, click on the Version File checkbox. This will ensure that on completion of the approval process, when the approval file is transferred to the indicated location, if a file of the same name is found, then the new file will become the next numerical version. For example, if there is a version 1 of “Softgels-75ct.pdf,” then the new file will be a version 2.
If you do not want the new file to become the version of another file, or if it will be a new version 1, then do not check the Version File checkbox. This will ensure that the new file is always a new file in the indicated location, regardless of its name.
How is the Auto Transfer to Library task used in a project?
A project will contain an Auto Transfer to Library task because the approval file at the end of the approval process needs to be transferred to the asset library automatically. The Auto Transfer to Library task was configured in the process template with a predefined location, and on completion the approved file will be transferred there.
The Auto Transfer to Library task is an automatic task that occurs when the preceding task is complete, if you do not want the transfer to occur in your project, you will need to bypass it before the task is in progress.
View the approved file
To view the file that was transferred to the library, go to the asset library and search for the file by navigating the folder hierarchy, searching, or filtering. Here you will see the file, its metadata from the project, and a link to the project or sub-process from which it came. Files that have been approved will appear with an approved icon on the file’s thumbnail image.
Manual vs Auto Transfer Library Tasks: Understanding How Attributes Transfer to the Library
Both methods transfer the asset library file attributes and pre-populate them with the corresponding task attribute values if they exist.
If there is a file attribute that does not have a corresponding task attribute (because it does not exist):
- The Manual Transfer to Library Task pre-populates the field with the previous version’s file attribute value. If the task allows the user to modify attributes, the user can edit this value before completing the transfer.
- The Automated Transfer to Library Task transfers the file attribute with an empty value.
If there is a file attribute and the corresponding task attribute value is empty:
- The Manual Transfer to Library Task pre-populates the field with an empty value. If the task allows the user to modify attributes, the user can edit this value before completing the transfer.
- The Automated Transfer to Library Task transfers the file attribute with an empty value.
If there is a task attribute that does not have a corresponding file attribute, that task attribute does not transfer to the library.
For multi-select attributes, all matching values are transferred and replace the previous list (they do not merge with the original values).
For The Manual Transfer to Library Tasks, the user can only modify custom field values if the template task setting Lock Attributes is false. If this setting is true, the default pre-populated values will be transferred to the library.