The Workflow Controller enables you to create, manage, and customize approval workflows for media assets within the AdmiralCloud platform. Workflows streamline content review and publication processes by defining structured progression paths with specific permissions and notifications at each stage.
Key Features
- Customizable Workflows: Create tailored approval processes for media containers and public areas
- Permission Management: Assign specific users and security groups to workflow states
- Notification System: Configure automatic notifications for stakeholders at critical steps
- Process Enforcement: Ensure content undergoes proper review before publication
- Asset Movement Control: Define who can move media assets between workflow states
Workflows help organizations maintain quality control and accountability throughout the content lifecycle while keeping stakeholders informed and involved at appropriate stages.
Assignment
Workflow assignments determine who is responsible for actions at each stage of your content approval process. Assignments connect users to specific workflow states, either directly or through security groups.
Important Characteristics:
- Assignments are exclusively for AdmiralCloud client users
- User permissions for the mediacontainer must allow access for the assignment to be effective
- Assignments are created at the moment of workflow state changes
- If a user is removed from an assigned security group after a state change, they’ll retain the task but might lose mediacontainer access
- Users added to security groups after a state change will not automatically receive prior tasks
This dynamic assignment system ensures the right stakeholders are involved at each stage while maintaining access control integrity.
Reference
Find workflows
Retrieve the complete list of workflows defined in your AdmiralCloud environment. This endpoint provides a comprehensive view of all available workflows, their states, and associated permissions.
Use this endpoint to audit your current workflow configurations or to identify existing workflows before creating new ones. The returned data includes details about workflow states, assigned users, security groups, and notification settings.
Create Workflow
Establish a new workflow to define the approval process for your media assets. This endpoint allows you to create structured paths that content follows from initial upload to final publication.
When creating a workflow, you’ll define:
- A descriptive name for easy identification
- The workflow type (media container or public area)
- Optional settings such as whether users can change the media container during the workflow
- Sort order preferences for organizing multiple workflows
Once created, you can add states to the workflow and assign users or security groups to each state through separate operations.
| Field | Type | Required | Description |
|---|---|---|---|
| name | string | ✓ | name of this workflow |
| settings | object | ✗ | settings of this workflow |
| └ allowChange | boolean | ✗ | allow users to change mediacontainer within this workflow |
| sortOrder | array | ✗ | sort order of this workflow |
| type | string | ✓ | type of this workflow allowed values: mediacontainerpublicarea |
| Field | Type | Description |
|---|---|---|
| createdAt | dateTime | created timestamp of this workflow |
| id | integer | id of this workflow |
| name | string | name of this workflow |
| settings | object | settings of this workflow |
| └ allowChange | boolean | allow users to change mediacontainer within this workflow |
| sortOrder | array | sort order of this workflow |
| states | array | states of this workflow |
| └ id | integer | id of this workflow state |
| └ name | string | name of this workflow state |
| └ createdAt | dateTime | created timestamp of this workflow state |
| └ updatedAt | dateTime | updated timestamp of this workflow |
| └ users | array | users associated with this workflow state |
| └ userId | integer | id of this user |
| └ notification | boolean | if true, user will receive notifications for this workflow state |
| └ moveAssets | boolean | if true, user is able to move assets from this workflow state |
| └ securityGroups | array | security groups associated with this workflow state |
| └ securityGroupId | integer | id of this security group |
| └ notification | boolean | if true, users of this security group will receive notifications for this workflow state |
| └ moveAssets | boolean | if true, users of this security group are able to move assets from this workflow state |
| └ assignToAsset | boolean | if true, security groups will be assigned when asset has this workflow state |
| type | string | type of this workflow allowed values: mediacontainerpublicarea |
| updatedAt | dateTime | updated timestamp of this workflow |
Update Workflow
Modify an existing workflow to adapt to changing business processes or organizational requirements. This endpoint allows you to revise workflow configurations while preserving the overall structure and assignments.
You can update:
- The workflow name for better clarity
- Settings such as whether media containers can be changed during the workflow
- Sort order to adjust the display priority among workflows
- Workflow type if its purpose has changed
Updates to workflows maintain all existing state definitions and user assignments, allowing for seamless process evolution without disrupting ongoing work.
| Field | Type | Required | Description |
|---|---|---|---|
| id | integer | ✓ | id of this workflow |
| name | string | ✗ | name of this workflow |
| settings | object | ✗ | settings of this workflow |
| └ allowChange | boolean | ✗ | allow users to change mediacontainer within this workflow |
| sortOrder | array | ✗ | sort order of this workflow |
| type | string | ✗ | type of this workflow allowed values: mediacontainerpublicarea |
| Field | Type | Description |
|---|---|---|
| createdAt | dateTime | created timestamp of this workflow |
| id | integer | id of this workflow |
| name | string | name of this workflow |
| settings | object | settings of this workflow |
| └ allowChange | boolean | allow users to change mediacontainer within this workflow |
| sortOrder | array | sort order of this workflow |
| states | array | states of this workflow |
| └ id | integer | id of this workflow state |
| └ name | string | name of this workflow state |
| └ createdAt | dateTime | created timestamp of this workflow state |
| └ updatedAt | dateTime | updated timestamp of this workflow |
| └ users | array | users associated with this workflow state |
| └ userId | integer | id of this user |
| └ notification | boolean | if true, user will receive notifications for this workflow state |
| └ moveAssets | boolean | if true, user is able to move assets from this workflow state |
| └ securityGroups | array | security groups associated with this workflow state |
| └ securityGroupId | integer | id of this security group |
| └ notification | boolean | if true, users of this security group will receive notifications for this workflow state |
| └ moveAssets | boolean | if true, users of this security group are able to move assets from this workflow state |
| └ assignToAsset | boolean | if true, security groups will be assigned when asset has this workflow state |
| type | string | type of this workflow allowed values: mediacontainerpublicarea |
| updatedAt | dateTime | updated timestamp of this workflow |
Delete Workflow
Remove a workflow that is no longer needed from your AdmiralCloud environment. This endpoint permanently deletes the specified workflow, including all its states and assignments.
Before deleting a workflow, ensure that:
- No media assets are currently using this workflow
- Team members are informed about the workflow removal
- Any necessary replacement workflows are already created
This operation cannot be undone, so use it with caution, particularly for workflows that have been in active use within your organization.