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Overview
One or more approvals (content review) can be added to each workflow state in a custom workflow using the workflow builder visual editor in the space settings document management dashboard.
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An approval in a state can be configured in the approval editor.
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manage the reviewers for the approval
set the requirement for reviewer authentication
customize the workflow popup Approve and Reject button names
Approvals can only be added or edited for a custom workflow. To use a customized version of a bundled workflow, create an editable copy of the bundled workflow in the space settings document management dashboard.
Accessing the approval editor
For a custom workflow in the space settings document management dashboard
choose the Edit with Visual Builder icon to the workflow builder visual editor
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choose a state name in the workflow panel
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Or the state lozenge in the navigator panel).
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This displays the state editor for the chosen state in the left-hand workflow panel.
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The state editor will display displays
the state name
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the number of
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Transitions for the state
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The current state Review has a single approval
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the number of Approvals for the state
Editing an approval
Choose Approvals in the state editor to display the current approvals in the state.
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Existing approvals in the state are listed (each by approval name is displayed).
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Choose the current approval name to edit the approval .
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Use the editor to change the approval name and a range of attributes including
reviewer assignment
Reviewers - set the approval behavior for how one or more users can undertake a review
Minimum approvals - set the minimum number of approvals by reviewers required for the approval to be complete
Advanced options include
Credentials - set the requirement for a user to authenticate using an e-signature to enable before they can undertake the approval for each reviewer
Set custom action labels - customize the approval Approve and Reject button names displayed in the workflow popup on the page
Reviewer Assignment
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Reviewers
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Reviewers for the approval are managed by choosing one of the check buttons |
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Anyone can approve
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in the approval editor.  In this example, the approval is configured to allow one or more users to be assigned as a reviewers using the workflow popup on the page.  A user must have at least view and edit permission for the page to undertake the approval. |
Reviewers settings
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Reviewers for an approval can be configured as follows:
The approval can also be set to Automatically assign users and Automatically assign groups as reviewers on the transition into the workflow state. |
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The minimum number of reviewers required for an Approved transition to occur can also be specified.
Assignable approval
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Assignable approvalAn assignable approval in a state can have one or more reviewers assigned manually by a user using the workflow popup |
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On the page, the workflow popup will display an option to add reviewers.
Workflow assigned reviewers
If all the reviewers are set to approve these must be added in workflow builder. These users will then be assigned by the workflow as reviewers for this approval when the transition occurs to the state with this approval.
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E-signature credentials requirement for reviewers
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. The user assigning the reviewer requires Confluence view and . permission for the page. To set an approval as assignable
Open the approval editor by
 Under Reviewers
The workflow state approval icon in the workflow visual builder is appended with a user avatar and the "+" symbol. 
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. 
Workflow assigned reviewersUsers 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
Users can be assigned through UI - automatically assign reviewers 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 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
When the Minimum approvals value is set, the approval is set as complete when
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
 The Reject decision must be changed to complete the approval.
Reviewer credentials requirementThe 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
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Choosing the e-signature option |
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means that a reviewer |
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must configure the setup of an authentication token as part of 2FA Authentication for the |
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site. An approval that requires credentials |
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is displayed in the workflow visual builder with a padlock appended to the approval icon in the state editor |
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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
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The first time a user opens the workflow popup in a state with an approval that requires an e-signature they |
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are prompted to set up a personal code. |
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 If |
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the user has previously set up their |
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third-party authentication app, the user
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Adding the details enables the approval buttons in the workflow popup but the e-signature |
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validation occurs when the user makes an approval decision |
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Customize approval decision buttons in the workflow popup
In the The Advanced option, you can also choose settings include an option to Set custom action labels to add context to an approval decision.
Use this option to customize the names displayed in the workflow popup for the Approved and Rejected decision buttons.
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Adding an approval
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approval
For a custom workflow in the space settings document management dashboard
choose the Edit with Visual Builder icon
select the state to add the approval
To open the approval editor, next to Approvals
choose +add
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Or use +Add Approval button in the |
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The approval must at least be named to add to the current state and open the Advanced options.
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Deleting an approval
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workflow navigator window. |
A name must be added for the approval to add it to the current state.
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select the required Reviewers option
choose Add to add the approval to the state
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choose Save and Exit to update the workflow in the document management dashboard
One or more approvals can be added and configured separately in the state using the workflow visual builder.
choose Add Approval
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In the workflow builder approval editor
add a new approval name
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Approvals in a state must have a unique name in the state. However the same approval name can be used for approvals in different states in the same workflow. |
select the required Reviewers option
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choose Add to add the approval to the state
Both approvals for the state are displayed in the workflow visual builder.
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Save and Exit to update the workflow in the space settings document management dashboard
On a page with the applied workflow in the updated workflow state, both approvals must be undertaken to complete the approval process in the workflow state.
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Deleting an approval
An approval is removed from a workflow state using the workflow visual editor.
select the approval in the workflow builder state editor
choose the approval name to open the approval editor
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choose Delete in the approval editor to remove the current approval from the state
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The approval is removed from the state and is no longer listed for the state.
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Save and Exit to update the workflow in the space settings document management dashboard
Any Approved or Rejected transitions
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in the state must be removed separately using the workflow visual editor. Remember to theamend any other state transition to meet your workflow needs in the state.