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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 workflow state is 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
In the space settings document management dashboard open the workflow builder visual editor
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Choose for a custom workflow
choose the Edit with Visual Builder icon
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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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If the state contains transitions or approvals, the editor displays
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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Choose Approvals to display the current approvals or add a new approval (content review) to 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 are listed (each approval name is displayed).
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the number of Approvals for the state
Edit an approval
If 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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You can edit the approval name and a range of attributes including
reviewer assignment
set the minimum number of reviewers required
set requirement for e-signature to enable the approval for each reviewer
customize the approval button names displayed in the workflow popup on the page
Reviewer Assignment
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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 space settings document management dashboard
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 space settings document management dashboard
Reviewers
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Reviewers for the approval are managed by choosing one of the check buttons in the approval editor. |
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Anyone can approve
there are no restrictions on who can approve (except the reviewer must be a user with view and edit permission for the page)
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In this example, the approval is configured to allow one or more users to be assigned as a
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reviewers using the workflow popup on the page
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Set how users can review the approval
The approval reviewers can be set as one of the following:
Anyone can approve (no restrictions) - any user (with
view andedit permission for the page
) can approve until a reviewer has been assignedonce a reviewer is assigned, only assigned user(s) can undertake the
approval if more than one reviewer is assigned then all reviewers must agree on the approval decision (approved/rejected) for the approval transition to occurreview
Users can be assigned through the UI - manual assignment using the workflow popup on the page
Set all reviewers that have to approve
one or more user(s)- set reviewers are assigned as
a reviewer by the workflow on transition to the workflow state with the added approvalusers to be assigned are added in the workflow builder approval editor
if more than one reviewer is assigned then all reviewers must agree on the approval decision (approved/rejected) for the approval transition to occur
The minimum number of reviewers required for an Approved transition to occur can also be specified.
Assignable approval
If an approval can have one or more reviewers assigned manually by a user using the workflow popup the approval will be displayed with the "+" symbol appended to its icon in the state editor in workflow builder.
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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
In the Advanced settings, you can choose to set the requirement for user authentication. A reviewer will be required to confirm their identity using an e-signature to activate an approval and validate an approval decision.
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An approval that requires credentials will be displayed with a padlock appended to the approval icon in the state editor in workflow builder.
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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 will be prompted to set up a personal code.
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If they have previously set up their personal code then the reviewer can simply add their email and a third party generated time-based token
The e-signature is validated when the approval decision is made by the reviewer.
Customize approval decision buttons in the workflow popup
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reviewers
Users can be added to the approval editor to be pre-assigned when the approval reviewers are set as assignable. Users must be added to the approval editor to be pre-assigned reviewers when the approval reviewers must approve.
The approval can also be set to
require Minimum approvals to be undertaken by reviewers to complete the approval
require reviewer Credentials to authenticate a user using an e-signature
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
The Advanced 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 for an approval.
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Adding an approval
Choose +Add Approval in the state editor to open the approval editor
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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
Choose Delete in the approval editor to remove the current approval from the state.
Any Approved or Rejected transitions that are present in the state must be removed separately.
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Related pages
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