Overview
Approval reviewers in a custom workflow state are managed by editing the approval using the workflow builder visual editor in the space settings document management dashboard.
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
Users can be assigned through UI - automatically assign reviewers
Set all reviewers that have to approve - automatically assign reviewers
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 the setting 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
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.
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.
Further details: Approval reviewer settings - Set all reviewers that have to approve.