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Excerpt

name	reviewers_wfbuilder_settings_minapprovals

Minimum approvals

Who can approve or reject

Workflow popup on the page

cdmc-wf_builder_approvaleditor_anyonecanapprove_minimumapprovals_3.png

cdmc-wf_builder_approvaleditor_usercanbeassigned_minimumapprovals_2.png

cdmc-wf_builder_approvaleditor_setalluserstoapprove_minimumapprovals_1.png

Add a value for Minimum approvals to require one or more users to undertake and agree on the approval decision to complete the approval.

when set the workflow popup displays empty avatars for the required number of approvals
reviewer approval decisions are appended to the user avatar

Info
Minimum approvals can be set for all three Reviewers options.

If the selected Reviewers option includes Automatically assign users or Automatically assign groups or manually assigned reviewers

approval is set as complete when the Minimum approvals are undertaken and agree
not all assigned reviewers need to undertake the approval decision to complete the approval if there are more assigned reviewers than the Minimum approvals value

All reviewer decisions must agree for the completion of the approval (no contra decisions) even if there is the required number of agreed Minimum approval decisions.

For example, there are 4 assigned people with a minimum set as 2. For the following reviewer approval sequences

Scenario 1

first 2 approval decisions by different assignees are Reject
- Minimum approvals is 2 and the approval is complete as rejected
- any related reject transition occurs

Scenario 2

first 2 approval decisions by different assignees are Approve
- Minimum approvals is 2 and the approval is complete as approved
- any related approve transition occurs

Scenario 3

Iirst assigned reviewer chooses to Approve
the 2nd assigned reviewer chooses to Reject
- Minimum approvals is not yet achieved
- no change in approval occurs
the 3rd assigned reviewer chooses to Approve
- Minimum approvals is 2 but no change occurs because there is a current contra decision for the approval
the 2nd assigned reviewer then changed their mind from Reject to Approve
- the Reject contra decision for the approval is no longer current (all 3 reviewer decisions are Approve)
- Minimal approvals is 2 and there is now 3 approval decisions with no contra decision
- approval is complete as approved
- any related approve transition occurs
- the 4th assigned reviewer did not need to make any approval decision

cdmc_wf_popup_anyoncanapprove_require2approvals_emptyavatars.png cdmc_wf_popup_minapprovals_3_with_2preassigned_one_emptyavatar.png cdmc_wf-popup_minapprovals_3_twoassigned_oneapproved.png

Excerpt

name	reviewers_wfbuilder_general

Assignable approval

An assignable approval in a state can have one or more reviewers assigned manually by a user using the workflow popup.

The user assigning the reviewer requires Confluence view and . permission for the page.

To set an approval as assignable

open workflow visual builder
open the workflow state editor
choose Approvals

Open the approval editor by

selecting the approval name

Under Reviewers

check Users can be assigned through UI

cdcm_wfbuilder_approvaleditor_userscanbeassignedthroughUI.png

Info

If required

use Automatically assign users and/or Automatically assign groups to assign reviewers on transition into the workflow state
set the required number of reviewer decisions to complete the approval by adding a value in Minimum approvals

choose Apply

The workflow state approval icon in the workflow visual builder is appended with a user avatar and the "+" symbol.

cdmc_wf_builder_state_approvals_assignableapproval_withappendedicon.png

Save the workflow and Exit the workflow visual builder

On a page with the applied workflow, the workflow popup in the edited workflow state displays the Add Reviewer option to assign one or more users as reviewers.

Info
Preassigned users can be unassigned using the workflow popup.

Workflow assigned reviewers

Users can be preassigned to an approval by editing the approval in the workflow visual builder. The users are assigned on the transition into the state

An approval can be configured to pre-assign users as reviewers when the approval Reviewers setting is either

Table of Contents

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maxLevel	4
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printable	true

Users can be assigned through UI - automatically assign reviewers

cdmc_wf-builder_approvaleditor_userscaneb assignedthruUI_automaticallyassign_addedusers_addedgroup.png

For the Users can be assigned through UI setting - preassigned users can be manually unassigned in the workflow popup

Set all reviewers that have to approve - automatically assign reviewers

cdmc_wf_builder_approvaleditor_setallapprovers_automaticallyassign_users_groups_added.png

For thesetting Set all reviewers that have to approve - preassigned users must undertake the approval and cannot be unassigned in the workflow popup

When the approval setting is Set all reviewers that have to approve

all reviewers must undertake the approval and agree on the approval decision for the approval to be complete
reviewer decisions are appended to the user avatar in the workflow popup

a user can amend an approval decision until the approval is complete
When the Minimum approvals value is set, the approval is set as complete when
the Minimum approvals number of decisions that agree are made
Additional preassigned reviewers are not required to undertake the approval if there are more preassigned reviewers than the Minimum approvals required.
If there is disagreement in the reviewer decisions, the approval is not completed until all existing reviewer decisions agree.
For example, an approval configured with Minimum approvals = 2 is not set as complete if
there are 4 preassigned reviewers
2 reviewers have a current Approve decision
one reviewer has a current Reject decision
The Reject decision must be changed to complete the approval.
Tip
To avoid blocks in a process, if an approval decision is not critical, add multiple preassigned reviewers and set the Minimum approvals=1. This requires only a single reviewer decision to complete the approval.
Reviewer credentials requirement
The approval can be configured to require an e-signature for each reviewer to authenticate their identity.
To set the requirement for user authentication, in the Advanced settings
navigate to Credentials
choose Requires e-signature
each reviewer is required to confirm their identity using an e-signature to activate the approval
Choosing the e-signature option means that a reviewer must configure the setup of an authentication token as part of 2FA Authentication for the site.
An approval that requires credentials is displayed in the workflow visual builder with a padlock appended to the approval icon in the state editor.
Info
The Quality Management System Workflow bundled with the app includes approvals that require reviewer authentication.
In a copy of the Quality Management System Workflow, in the Draft state
On the page, a user undertaking the approval in the workflow popup must activate the approval options to approve or reject the content by entering
their email
and a time-based token generated by a third-party app
The first time a user opens the workflow popup in a state with an approval that requires an e-signature they are prompted to set up a personal code.
If the user has previously set up their third-party authentication app, the user
adds their email
the third-party-generated time-based authentication token
Adding the details enables the approval buttons in the workflow popup but the e-signature validation occurs when the user makes an approval decision.