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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 app space settings document management dashboard.
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An approval in a workflow state is configured in the approval editor.
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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 app space settings document management dashboard.
Accessing the approval editor
For In the app space settings, open the workflow builder visual editor for a custom workflow in the space settings document management dashboard
choose the Edit with Visual Builder icon to the open 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 displays
the state name
If the state contains transitions or approvals, the editor displays
the number of Transitions for the state
the number of Approvals for the state
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Edit an approval
Choose Approvals in If the state editor to display approvals in the state.includes one or more approvals, edit an approval using the approval editor
choosing Approvals
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Existing approvals in the state are listed by approval name.
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Choose the approval name to edit the approval in the approval editor.
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Use the editor to change the approval name and a range of attributes including
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Reviewers - set the approval behavior for how one or more users can undertake a review
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choose Add to save the edited approval in the visual editor
choose Save and Exit to update the workflow in the app space settings
Add an approval
Add an additional approval in the state by
choosing Add Approval
If there are no approvals in the state, no number is displayed for Approvals in the state.
To add an approval in the state
choose add
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add the new approval in the Add approval dialog box
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choose Add to save the named new approval in the visual editor
choose Save and Exit to update the workflow in the app space settings
Reviewers
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Reviewers for the approval are managed by choosing one of the check buttons in the approval editor.  |
In this example, the approval is configured to allow one or more users to be assigned as
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reviewers using the workflow popup on the page.
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Set how users can review the approval
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an unassigned user must have at least user view and edit permission
an assigned reviewer only requires user view permission
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The approval reviewers can be set as one of the following:
Anyone can approve (no restrictions) - any user (with edit permission for the page) can undertake the review
Users can be assigned through the UI - manual assignment using the workflow popup on the page
Set all reviewers that have to approve - set reviewers are assigned as reviewers
The approval can also be set to
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require a number of Minimum approvals to be undertaken by reviewers to complete the approval
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Users can be added to the approval editor to be pre-assigned when the approval reviewers are set as assignable. When the approval reviewers must all approve, users or groups must be added to the approval editor to be pre-assigned reviewers.
The approval also includes options to set
Minimum approvals - the number of reviewer approval decisions to complete an approval
Credentials- require a user to authenticate their identity to activate and undertake an approval
To undertake the approval on a page:
an unassigned reviewer must have at least user view and edit permission
an assigned reviewer only requires user view permission
Customize approval decision buttons
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Use this option to customize the names displayed in the workflow popup for the Approved and Rejected decision buttons for an approval.
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Adding an approval to a workflow state
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 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 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.
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