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Overview
One or more approvals can be added to a state using workflow builder. An existing approval in a state can be edited in workflow builder.
Workflow builder can be used to add an approval or edit an existing approval and the approval details
name
description
configure reviewers and the way they are assigned
set condition(s) for approval to be active
set requirements for reviewer credentials
customize the approval decision button labels displayed in the workflow popup
enable the addition of reviewer roles for the assignment of reviewers
Once an approval is added to a state, the approval approve and reject transitions can be added and edited using workflow builder.
Approvals in workflow builder
A workflow state with one or more approvals added is displayed in the workflow panel with a tick.
Edit states using workflow builder
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Select a state to open the state editor.
The state editor displays
the state name
a lozenge for each state parameter (if present) such as
taskable,final,hidefrompath)transitions
approvals
tasks
Choose Approvals to add an approval or view existing approvals in the state.
to add an approval choose +Add Approval under the list of existing approvals
to edit an existing approval select the approval name
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If the state currently has no approval, a +add option to add an approval will be displayed with the initial Approvals option. |
The Approved and/or Rejected transition can only be added to the state after an approval has been added.
Add an approval
To add an approval to an existing state in workflow builder, open the state editor.
Choose the Approvals +add option.
Add details for the approval
name
description
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The approval description will be displayed in the workflow popup for users with edit permission when the page or blog post is in the state with the approval. |
Configure the approval reviewer assignment process.
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Add and manage approval reviewers
Reviewers for the approval can be managed when adding or editing an approval in workflow builder.
There are three options to manage the reviewers for the approval:
Anyone can approve
Allows any user with view and edit permission to undertake the review
One reviewer decision will cause the transition unless you add Minimum approvals number to require multiple reviewers to undertake and agree the approval decision.
Limit who can approve and/or assign reviewers
If you choose to configure the approval to Limit who can approve and/or assign you can use the following options.
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This option can be configured to allow users to manually assign a user as a reviewer on the page using the workflow popup. Other options include limiting the approval reviewers or reviewer assignment to specific users/user group members. It’s also a way to require that reviewers must be assigned. |
Set all the reviewers that have to approve
Specify users who must undertake the approval and exclude all other users from undertaking the approval. The users are assigned by the workflow on transition into the review state and their avatars are added to the workflow popup.
Minimum approvals number can also be set when choosing some of the Limit who can approve reviewer options and Set all the reviewers that have to approve option.
Different dialog boxes are displayed on choosing each of the three Reviewers options. These can be used to add users and/or groups (depending on the chosen option) to limit or set
the only users that can be assigned for the approval
the users who cannot undertake the approval
the users who can/cannot assign other users as reviewers
When editing approval reviewers some reviewer options require at least one user or user group to be added before the approval reviewer configuration can be saved in workflow builder.
You can also configure requirements for reviewer credentials and/or conditions for the approval to be enabled in the Advanced options.
To add the approval to the current state, choose the Add button in the Add approval editor.
You must at least add a name for the new approval to enable the Add button.
Edit an approval
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The number of existing approvals in the state will be displayed when viewing the state in workflow builder visual editor.   If the state has no approvals, the +add option is displayed in place of a number. Choose Approvals to display any existing approvals for the state.   Choose a named approval to open the Edit Approvals panel for the approval.   If no approvals are present in the state, the Add approval panel will be displayed when choosing Approvals. Edit the existing approval
Choose Apply to update the approval.
Choose Save to update the workflow. |
Reviewer Credentials
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Conditions
Conditions can also be set for the approval to be active.
Open the >Advanced option.
For example, the haslabel condition can be used to set a requirement for a named content label to be present on the page.
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Multiple conditions can be added using the + button. |
Customize approval decision buttons
The approval decision buttons display in the workflow popup can be customized.
Edit the default Approve and Reject text in each button to customize one or both buttons.
An approval button will include a warning emoji if a destination state for an approval decision has been configured to require the setting of a parameter value before the transition to the state can take place. This requirement can be added by editing the destination state for the approve or reject approval decision if a workflow parameter has been added to the workflow.
Sticky assigned reviewers
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Reviewer roles
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You can also enable reviewers to be able to be given Roles when they are assigned in the workflow popup .
The option to add a role is displayed in the workflow popup after a user is selected to be assigned to the approval.
Assignee roles are displayed as a lozenge in the workflow popup when the assignee views the page.
Assignee role names once added are retained in the workflow and are available in a role dropdown menu when assigning users.
Once a role has been added to a workflow in a space, the roles will be available to add when assigning users to an approval for all reviewer role-enabled approvals for each workflow in the space.
Who is allowed to assign reviewers?
By default, any user with edit permission for the page can assign a user as a reviewer for an assignable approval.
The assignable approval can be configured to limit the assignment of reviewers to one or more users or members of one or more user groups.
In workflow builder Approval editor
In the Reviewers options
check Limit who can approve and/or assign
check one of the following assignable options for the apporval
Users can be assigned through UI
Users must be assigned to approve
Only one user must be assigned to approve
limit the users who can assign by adding values for either or both
one or more Users who can assign reviewers
one or more Groups who can assign reviewers
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The added assignor values are retained if the assignable option is changed. |
Check Invert for each option to prevent added users or members of the added groups from assigning reviewers.
Saving changes to an approval
To amend update changes to a state approval, choose Apply.
To avoid the loss of a state update to the workflow you must then
add the changes to the workflow by choosing Save in the Navigation panel
add the updated workflow to the content by selecting Exit in the Navigation panel
See also
Edit approval reviewers using workflow builder
Edit states using workflow builder
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