DRM mail

DRM request authorization via mail is a flow defined by the standard DRM request process, whereby the user submits a DRM request to utilize an asset in a context that requires permission from approvers.


The DRM feature is by default configured to work with the MRM solution. To use the DRM Email flow, users need to update the DRM configuration, as described in the configuration section.

DRM mail flow

When the user submits the DRM request, specifying the intended use of the asset, the approvers are notified of this request. The approvers must subsequently decide whether to approve or reject the request, thereby releasing the asset for this intended use by creating a new matching Rights Profile. Once the new Rights Profile has been created, the user submits a new request automatically approved as the request now meets the new Rights Profile.

Configure DRM for mail

The following steps describe the DRM mail configuration:

  • Go to Settings, under the Manage page, select DRM from the menu on the left-hand side and click on DrmConfiguration.

  • Change the requestFlow setting from MRM to MAIL.

  • Update the users and user groups in the "mail" property. The users and user groups included in this section are the DRM approvers who will receive an email upon any DRM request.


It is essential to clear the cache after configuring the DRM mail. For more information, please see the Cache section.

Request download

Once the configuration has been completed. A user will need to request to download an asset by completing the Request download form.

  • In the Request email, the intended use section can be extended via the entities management page. The extra properties are only rendered if they possess a value.
  • The email template can be modified using the Email template management page. Please see the Email template management for further information.

When the form is completed and the user clicks on Send request, the request is sent in an email format to all of the Approvers (as specified in the configuration file). The email provides several details like the user that submitted the request, a list of the requested assets with a hyperlink, as well as their intended use with any additional information.


The approvers need to be members of the user groups: M.builtin.DRM.Administrators and M.builtin.DRM.Everyone. Otherwise, the approvers will be unable to modify the contracts or Rights profiles to match the new request.

Reject request

To Reject the request, click on the mailto linked user name, which will open a new email. Send a rejection email informing the user of the rejection decision.

Approve request

To Approve the request, click on the Go to contracts button. This will launch the DRM Contracts page, which lists the existing DRM Contracts:

To create a new contract, click on the New contract button. A Name for the new contract is required, a Licensor can be specified, and any restrictions described in the free-text box.

Add a Rights Profile

To add a Rights Profile, click on the required DRM Contract that will hold the profile. There are two options; Link existing or Create new. Link existing will link an existing rights profile.

The Create new option creates a new Rights profile. The new Rights profile should match the intended use section of the user's request for a start date, time type, duration, territory, and media. The Time Type provides a definition for:

When the required values have been selected, scroll down to display the Options:

The options provide fields for: year of copyright, a free-text for adaptation rights and rights notes:

Once all the required values have been entered, click on Save. The Rights profile is now available for assets to be associated with. Click on the view detail page icon:

On the new page, the details for the Rights profile are displayed and can be changed if needed.

On the assets tab, it is possible to link assets via the + Add existing items button.

Assets can be added by clicking in the tick box:


The names of the assets were provided in the request authorization email for easier identification.

Once confirmed and saved, the asset is linked to the Rights profile:

The user can be emailed and asked to repeat their request. This request will now be automatically authorized:

The download links are now available for the user:

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