Let’s start 2017 with something different from the previous post. Today we will work with Documents Cloud Service and Process Cloud Service to manage Marketing assets’ life-cycle that are going to be used by a Sites Cloud Service Contributor in a website.
Oracle’s Digital Engagement Portfolio has been designed to work together and with a native integration between Documents Cloud and Process Cloud that allows to kick-off a PCS task when a new asset has been uploaded to a DoCS folder.
To configure the integration, we need to have Administrator rights in DoCS. Then go to Administration -> Applications, enable the Process Cloud Service Integration and provide the connection details:
In order to allow a PCS user to see the document that needs to be approved, we need also to configure the integration in the PCS console, so same as before, with the specific Admin rights in PCS, navigate to Administration -> Services and provide the connection details:
Once we have our settings configured, we can create our own PCS application to do the required approval flow. In this example, the application is made of a main process with two sub-processes that are in charge of update custom properties in DoCS asset and move/copy to the approved/rejected folder once the workflow is finished. To do this, we have used DoCS REST API, so we can modify asset properties within PCS process as well as move or copy the asset to a destination folder. To learn about DoCS REST API and custom properties, you can have a look at the online documentation here.
This is how my application looks:
Once the process is designed, tested and published, we can enable it on the specific “inbox” folder that we want to use. The use case for this example could be to have a public shared folder in which a Digital Agency could upload all the marketing assets so our company team can review each asset in a workflow and decide to approve/reject the assets providing comments and even, conversations and annotations over the assets (this is a built in capability included in DoCS and PCS)
Let’s activate our process in our specific “inbox” folder:
Now, when I drop a document in the Pending folder (using the Desktop sync tool for Windows and MacOS, the Web UI or the DoCS Mobile App for iOS and Android):
Once the image is uploaded, we receive an alert from PCS: a new task has been assigned to us:
Directly from PCS, we can preview the asset that we have been requested to approve:
We decided to approve and move the asset to a different folder. The dropdown that shows the destination folder is populated dynamically with the child folders of our selected folder. As we have decided to approve the content, we are going to include custom properties related with the approval process so anyone with asset access in DoCS can have a look at the approver, date and comments:
Once we submit our task, the DoCS REST connector in PCS does all the actions. If we move back to DoCS, we notice that the asset has been move from it’s original folder and also that custom properties have been added:
Now a Sites Cloud Contributor can use the image to be included in the website:
In order to make this example real, the only important thing are the permissions granted to each user in the journey:
- The external resource, should have write access to the specific shared folder (Inbox)
- The Approver in Process Cloud can be just an approver, without any other actions in the journey
- Sites Cloud Contributor could only have access to the Approved folder but to to the Inbox neither to the Rejected folders.
By doing this, each actor in responsible of some tasks and do not override other tasks. In my example, I have been the external resource, the approver and the contributor 🙂