Asset Workflow Feature

Overview

This feature allows assets to have customizable workflows associated with them. Workflows enable assets to have statuses that reflect their stage of completeness, ordering permissions, and access controls.

Data Structure

Asset Workflow State

Assets now have a workflow object with the following structure:

asset.workflow = {
    id: string,         // Reference to the workflow definition
    phase: string,      // Current phase/status of the asset in the workflow
    definition: object  // Per-asset overrides (optional)
}

The definition field contains asset-level overrides to the workflow:

asset.workflow.definition = {
    requireGraphicsApproval: boolean,  // Approval requirement for this asset
    requireOfflineApproval: boolean,   // Approval requirement for this asset
    phases: {
        [phaseKey]: {
            groups: [{ id, dng, usages }],  // Access control for this phase
            users: [{ id, dng, usages }]    // Empty arrays = everyone has access
        }
    }
}

When editing an asset’s workflow, the form is pre-populated with workflow defaults. The saved definition fully replaces workflow defaults for access control (empty arrays mean “everyone has access”).

Workflow Definition

Workflows are stored as separate entities with the following schema:

{
    _id: string,
    name: string,                    // Human-readable workflow name
    requireGraphicsApproval: boolean,
    requireOfflineApproval: boolean,
    phases: {
        [phaseKey]: {
            name: string,            // Display name for the phase
            description: string,     // Phase description
            transitions: string[],   // Allowed next phases
            access: {
                groups: [{
                    id: string,
                    dng: string[],       // Dialogue/Narration/Graphics flags
                    usages: string[],
                    deliverables: string[]
                }],
                users: [{
                    id: string,
                    dng: string[],
                    usages: string[],
                    deliverables: string[]
                }]
            }
        }
    }
}

Features

Admin Panel - Workflow Management

Create, edit, duplicate, and delete workflows
Configure workflow phases with names, descriptions, and allowed transitions
Set up access controls per phase (groups and users)
Configure DNG (Dialogue/Narration/Graphics) permissions per access entry
Configure usage permissions per access entry

Select workflow to associate with asset
Select current workflow phase
Override approval requirements (Graphics/Offline) at asset level
Configure per-asset access control overrides per phase
Phase structure (key, name, description, transitions) inherited from workflow definition (read-only)

Asset Display

Workflow phase displayed as a tag in asset icon flags

Access Control

Workflow-based access filtering on assets
Per-phase access restrictions based on groups and users
Asset-level definition overrides take precedence over workflow defaults

Shared Components

WorkflowStructureEditor

A reusable component (ui/3x/modules/components/workflow/workflow-structure-editor.js) used by both:

Admin Workflow Form - Full editing capabilities
Asset Edit Workflow Tab - Override mode (access controls only)
Future: Project Workflow Settings - Project-level overrides

Configuration props:

Prop	Admin	Asset Override	Description
`showApprovalToggles`	true	true	Show Graphics/Offline approval checkboxes
`readOnly`	false	true	When true, phase structure/metadata is read-only (access lists remain editable)
`phaseAccessHelperText`	null	”Leave empty to inherit…”	Helper text for access lists

WorkflowAccessList

Reusable component for managing groups/users access entries with DNG and usage permissions.

Files Changed

API

api/models/Assets.php - Added workflow schema fields
api/models/Workflows.php - New model for workflow definitions
api/controllers/Workflows.php - New controller for workflow CRUD
api/extensions/security/permission/Workflow.php - Workflow permissions
api/extensions/security/permission/Asset.php - Workflow-based asset filtering
api/config/routes.php - Added workflows resource

UI

ui/3x/pages/asset/edit-asset.js - Workflow tab integration
ui/3x/modules/components/asset/edit-asset/asset-edit-workflow.js - Asset workflow editing component
ui/3x/modules/components/workflow/workflow-structure-editor.js - Shared workflow editor component
ui/3x/modules/components/workflow/access-control/ - Access control components
ui/3x/modules/components/admin/workflow-form/ - Admin workflow form
ui/3x/modules/components/global/asset-icon-flags/index.js - Display workflow phase
ui/3x/modules/components/global/contact-picker/index.js - Added disabled prop support
ui/3x/modules/services/workflow-service.js - Workflow API service
ui/3x/pages/admin/ - Admin panel workflow management
ui/3x/constants/admin.js - Admin workflow constants

Tests

ui/3x/tests/unit/services/workflow-service.spec.js - Workflow service tests
ui/3x/tests/unit/components/global/asset-icon-flags.spec.js - Updated with workflow phase tests

TODO

Workflow phase transition validation
Workflow assignment at project level (with override support)
Bulk workflow operations
Workflow history/audit log

​Asset Workflow Feature

​Overview

​Data Structure

​Asset Workflow State

​Workflow Definition

​Features

​Admin Panel - Workflow Management

​Asset Edit Modal - Workflow Tab

​Asset Display

​Access Control

​Shared Components

​WorkflowStructureEditor

​WorkflowAccessList

​Files Changed

​API

​UI

​Tests

​TODO