Use this workflow to update the metadata (e.g. title, decription, tags) of an existing asset on the DAM.
Users needed for this workflow: Initiator & final approver (DAM specific final approver).
There are three sections to creating and completing this workflow:
- Creating the DAM Property Amend Workflow
Created by the initiator - Reviewing the asset
Completed by the final approver - Completing the DAM Property Amend Workflow
Completed by the initiator
Creating the DAM Property Amend Workflow
Created by the initiator
Step 1
Select the asset that you want to replace.
Step 2
Click on the '+ Create' button in the top left hand corner of the page.
In the dropdown presented, select the 'Workflow' option.
Step 3
In the pop-up that displays, there are two elements to fill in.
Firstly, the 'Select Workflow Model' field.
Select 'Aegon DAM Property Amend Workflow' from the dropdown options.
Secondly, the 'Enter title of workflow' field.
Fill this field in with your initials and a brief overview of your request. If there are any external source references that apply, please add these in.
For example: RGO - Adding tag to AP ISA application form (MOS 123456)
Once both fields have been filled in, select 'Start'.
You will be presented with a warning pop up - You are going to trigger Aegon DAM Property Amend Workflow workflow on 1 asset(s). Please confirm to proceed. Check that you have selected the correct workflow and only on the one item. If correct, select 'Proceed'. If incorrect, select 'Close'.
Step 4
Once created, navigate to your AEM inbox (bell icon in the top right hand of your screen).
You will continue this workflow in your AEM inbox.
Step 5
In your inbox, you will have a task assinged to you. This task is called 'DAM Property Amend Workflow request'.
Highlight the task by selecting the icon next to the task name.
Once selected, select the 'Complete' option in the top left hand corner of the screen.
Step 6
You will be presented with a form in a pop-up.
At the top of the form, you are relayed the asset file name. Check if this is correct. If this is incorrect, please contact the Digital Team to cancel this workflow.
If correct, fill in the rest of the form.
NOTE: The form will be populated with the current details. Amend as you need.
Title (visible online) - This title is visible to customers so must be clear, precise and user-friendly.
Description (visible online) - This description is visible to customers so must be clear, precise and user-friendly.
External Source Reference ID(s) (Asset ID, MOS, Jira, Other) (optional) - Enter a reference number or ID that is linked to this document which will help you identify it on AEM. This could be the asset ID or the MOS number.
Financial promotion status - Select whether this asset is an FP or NFP.
Owner - Select the owning team from the list provided.
Expiry type - Select whether your asset should have a scheduled review (upon expiry date set) or whether the asset should withdraw on expiry (asset will be archived after the expiry date set).
Expiry date - Select the date this asset is compliant until. The expiry date cannot be set to a weekend, or on a known Bank Holiday.
The expiry date should also be set to 11:00am. We set this to 11:00am as this is within our core working hours and someone will be available to support if an asset expires uniintentionally.
Audience tags - Select the appropriate audience your asset is aimed to. You can select more than one audience.
Please note: Tagging is very important for SEO purposes, insights and for ensuring assets appear in the correct lists. See our full tagging structure for more information.
Proposition tags - Select the appropriate proposition your asset is aimed to. You can select more than one audience.
Please note: Tagging is very important for SEO purposes, insights and for ensuring assets appear in the correct lists. See our full tagging structure for more information.
Keywords tags - Select any related keywords relating to your asset. You can select multiple keyword tags.
Please note: Tagging is very important for SEO purposes, insights and for ensuring assets appear in the correct lists. See our full tagging structure for more information.
Hide asset from site search - Select this box if your asset should not be visible on the Aegon search pages.
Hide asset in external search engines - Select this box if your asset should not be visible via any external search engines.
Final approver - Select the 'DAM final approvers' group. This approval will be sent to all users who have been trained to approve DAM items.
Preferred approver (optional) - Add the name of a member of the team you have selected who you would prefer to pick the item up. For example, if you have selected a team and you have already been speaking to a particular member of that team about the page, add in their name so the team knows who to delegate the item to.
Request due date - Select the date you want the stakeholders to reply to your request by. You cannot select a weekend.
Priority - Select the priority for your request. All requests will be completed in prioirty order.
If your request is critical, you must follow this request up with a Teams message to the final approver/Digital Team.
Publishing type - Select when you want the page/asset to be published.
- Publish immediately
This will publish the item as soon as you select 'Submit' - Scheduled publish
You will have the option to select the date and time the item should go live. - Do not publish
This will approve the item but will not publish it.
Scheduled date - Select the date and time you want the item to go live. You cannot select a weekend. If the item must go live on a weekend, please message the Digital Team.
Additional comments (optional) - If you have any information that will help the final approver during their review, you can add it in this field.
Once you have filled in the form, select 'Submit'.
A final approval request has been sent to the DAM Final Approvers group.
Reviewing the asset
Completed by the final approver
Step 7
All members of the DAM Final Approvers group will receive the 'Final approver review task' task in their AEM inbox. This task will include any comments added by the initiator.
If you are available or the initiator has asked you specifically to pick this up, go into your AEM inbox and highlight the task by selecting the icon next to the task name.
Once selected, select the 'Delegate' option in the top menu bar. Assign this task to yourself.
Step 8
To review the asset, highlight the task in your AEM inbox and select the ‘View payload’ option in the top menu bar.
The asset will open in a new window. To review the assets properties, select ‘Properties’ in the top menu bar.
Review the asset and its properties.
IMPORTANT!
DO NOT edit the asset itself.
There may be small changes that you can amend yourself which will not affect the compliance signoff of the asset.
You can:
- Fix a typo
- Amend the expiry date to the last working day BEFORE the date given
- Correct the expiry time to 11:00am
Please ensure no other changes are made.
To help you review the asset fully, we have created a checklist for you.
Step 9
Once you have reviewed the page/asset, you can respond to the initiator.
In your AEM inbox, highlight the task by selecting the icon next to the task name.
Select the 'Complete' option in the top menu bar. This will present a pop-up with a form for you to fill in.
Approval status - Select the correct response for the review.
- Approved
You have reviewed the asset and you have approved it as is. - Rejected
You have reviewed the asset but cannot approve it without amendments.
Comments/Reason for rejection - For each approval status, you have the option to add comments back to the requestor.
For the Rejected' status, the 'Reason(s) for rejection' field is mandatory. You must add details of why the asset was rejected.
Attach evidence (optional) - For each status, you have the option to add any attachments to back up your status. For example, if amendments are needed, attach mark ups.
Once filled in, click 'Submit'. This response has gone back to the requestor.
Completing the DAM Property Amend Workflow
Completed by the initiator
Step 10
In your AEM inbox, you have a 'INFO - Final approval task complete' task assigned to you. This task will include the response from the final approver and any comments added.
Review the final approvers response to confirm next steps.
If the final approver has added an attachment, highlight the task by selecting the icon next to the tasks name. Select the 'Select the report type' dropdown in the top menu bar.
In the dropdown presented, select the 'Workflow report'. This will open a report in a new window.
Add the page path and hit 'Enter'. This will display the final approvers response and will include any attachments added.
Step 11
Once you have reviewed the final approvers response, highlight the task by selecting the icon next to the task name.
Select the 'Complete' option in the top menu bar. This will present a pop-up.
In this pop-up, you have the option to add a comment if required.
Click on the 'Complete' button.
This workflow is now complete and has closed.