Apply a page approval

Overview

Any individual user with Edit permissions in a space can choose to add and apply the Comala Document Approval app to an individual blog post or page.

Add and apply the approval

On a page:

Choose Page Tools > Add Approval

A screen notification confirms that the Comala Document Approval app workflow has been successfully applied to the content:

The content byline item is added as a breadcrumb to the page subtitle:

The content is now considered as draft content and is in the default initial workflow state: the Review state. Only users with edit or administrator permissions are able to view the page or blog post.

Approval workflow wtates

Adding the Comala Document Approval app applies a simple approval workflow to the content. The workflow consists of 3 states:

Workflow content reviews with approve and reject decisions can be undertaken in both the Review and Rejected states.

There are different transitions that can occur between each of the three states depending on the activity. Each content review has different destinations for the approve and reject decisions. There are also automatic transitions on editing and updating a page or blog post that is in either the Approved or Rejected state.

Approve the content

By default, any user with Edit permissions can undertake the content review (the approval) to approve or reject the page or blog post. This is done through the approval pop-up:

The content review (approval) is characterised by the two buttons Approve and Reject.

Approving or rejecting the content causes the page or blog post to transition (move) to another state in the approval workflow. The reviewer has the option choose Add comment which is included with any related approval notification.

In the Review state above:

An approval decision publishes the document to the Approved state. This allows users with View permissions to view the page or blog post.
A rejection decision moves the document to another draft state, the Rejected state

Content in the Rejected state is also subject to a content review:

In the Rejected state above:

An approval decision publishes the document to the Approved state, allowing users with View permissions to view the page or blog post
A rejection decision does not change the approval state. The page or blog post remains in the Rejected state, but the decision is recorded in the document approval activity

However, if the page or blog post is edited, the workflow automatically transitions back to the Review state.

Published content

The Approved state is the published version of the document.

The approval state dialog box displays a message confirming the content has undergone an approval process. Once a version of the content has been approved, this published page or blog post can be seen by View-only users.

If you are working on a draft, the published Approved version is still available for your view-only users. View-only users will not be able to see any versions that are considered as draft, these are versions in either the Review or the Rejected states.

Assign a reviewer

One or more users can be assigned to undertake the content review. In the approval state dialog box:

Choose +Add Reviewer, search and assign a reviewer

Once a reviewer is chosen, as the assigner, you can choose Add note to send a note with the notification of the content review assignment to the assignee.

If a content review has been assigned to a specific user for review, all other users are not able to undertake that occurrence of the content review for that state. Both the approve and reject buttons are inactive. However, a user with space administrator permission can unassign the user and assign another user as a reviewer.

Multiple reviewers

Each content review can have more than one assignee. To add multiple reviewers, in the approval state dialog box:

Choose +Add Reviewer, search and assign another reviewer

The avatar for each assignee is added to the approval state dialog box.

If an assignee accesses the page, the approval status indicator circle is displayed as a filled circle for the reviewer. The approve and reject buttons are inactive for any unassigned user including those with administrator permission.

Each of the assignees can either approve or reject the content. Each individual assignee decision is shown in the content byline item and in the approval state dialog box:

An assignee can change their decision if the other assignee for the approval has not undertaken the review, or has made a different decision:

All assignees must agree to approve (or reject) the content for any transition to occur. All individual review decisions is recorded in the document activity report.