In some heavily regulated industries, assets may be required to be audited by internal/external auditors. Part of this process will be to review content that is either live in the public domain or was previously in the public domain.
Part of this process will also include how the asset(s) were created and signed off. This will also include a review of all supporting documents connected to the project/activity.
Ideally, users will want an easy way (with minimal number of clicks) to access the project data of an asset. This can be achieved by creating a hyperlink to the project overview screen, directly from the asset record in the content workspace.
How can we do it?
Firstly, a field definition needs to be created
1. Select Field Definitions
2. Select ‘Create a new Field Definition’
3. Select the field type as ‘Numeric’
4. Call the field ‘ProjectID’ as its name
5. Ensure the Data Type Specific Accuracy is set to 1
6. Select ‘Save’
7. You will need to map this field to the project ID field in your workflow status action, so the Project ID field is populated in the DAM
A second field definition needs to be created
8. Select Field Definitions
9. Select ‘Create a new Field Definition’
10. Select the field type as ‘Hyperlink’
11. Call the field ‘ProjectURL’ as its name (or a title of your choosing)
12. Input the below into the Default Value field
<ref:text out="" store="@projectId" />
<ref:record fieldName="ProjectID" store="@projectId"/>
<ref:object onVariable="IsNotEmpty(@projectId)">
[{"url":https://yourEnvironmentName.aprimo.com/MarketingOps/#/project-overview?projectId=<ref:text out='@projectId' />,"displayText": "See associated project"}]
</ref:object>
13. Please ensure ‘yourEnvironmentName’ is replaced by your company name
14. Select the default settings as ‘On New Field’, ‘On Save’, ‘On Field Change’
15. Select the ‘Reset to Default Fields’ as ‘ProjectID’
16. Select Save
17. You will need to build this field into the json configuration in the ‘Configure Content Types’ section of the content workspace, so it is visible to users when they access assets in the DAM.
How can we take this further?
It may be the case we want to use the field, ProjectID or ProjectURL for reporting purposes. If this is the case, go to system settings and access .ReportingSchemas and add the fields in.
Allow time for the system to run the next update, then in PM, go to;
1. Administration
2. Objects
3. DAM Records
4. Add Attributes
5. Add the above attributes to reporting
6. Add the attributes into the report(s) of your choosing