Approval reviewer settings

Overview

Configure how reviewers are assigned and the users that can be assigned as reviewers using the workflow builder visual editor in the space document management dashboard.

cdmc_wf_builder_approvaleditor_anyonecanapprove.png

You can only edit an approval for a custom workflow.

Reviewer settings

Configure the approval assignment of Reviewers in the workflow builder visual editor:

Anyone can approve (no restrictions)

Any user can undertake the approval.

Anyone can approve (no restrictions)

Who can approve or reject

Workflow popup on the page

cdcm_wfbuilder_approvaleditor_anyonecanapprove.png

 

There are no restrictions on who can approve or reject the approval.

The user must have edit permission for the page.

A single reviewer’s decision completes the approval.

Use Minimum approvals to require two or more users to undertake and agree on the approval decision to complete the approval.

 

Users can be assigned through UI

Allow one or more users to be assigned as reviewers on the page using the workflow popup.

Users can be assigned through UI

Who can approve or reject

Workflow popup on the page

 

One or more users can be assigned as reviewers (using the workflow popup on the page).

Only an assigned user(s) can undertake the approval.

Until a reviewer is assigned, any Confluence user (with view and edit permission for the page) can approve or reject to complete the approval.

Workflow popup displays the Add reviewer option.

Assigned users are displayed in the workflow popup.

Minimum approvals displays required number of users as empty avatars in the workflow popup.

Reviewer decisions are appended to the user avatar in the workflow popup.

Once a user is assigned as a reviewer

  • the approval buttons are disabled for a user who is not assigned

  • additional users can be assigned as reviewers using the workflow popup on the page

  • preassigned users can be unassigned using the workflow popup on the page

If more than one reviewer is assigned

  • then all reviewers must agree on the approval decision (approved/rejected) for the approval to be completed

Until the approval is complete (all assignees have undertaken and agreed on the approval decision)

  • additional users can be assigned as reviewers

  • assigned reviewers can be unassigned if they have not undertaken an approval decision

Set all reviewers that have to approve

Mandate chosen users or members of a user group to undertake the approval

Set all reviewers that have to approve

Who can approve or reject

Workflow popup on the page

 

Preassigned reviewers must undertake the approval. Only the preassigned reviewers can undertake the approval.

User avatars for preassigned reviewers are displayed in the workflow popup on the page.

Reviewer decisions are appended to the user avatars in the workflow popup.

On transition into the workflow state containing the approval

  • the approval buttons are disabled for the approval for any user who is not preassigned

  • unless a Minimum approvals value is set, all reviewers must undertake the approval and agree for the approval to be complete

Minimum approvals

Set a minimum number of reviewers to undertake an approval decision and agree to complete an approval.

This can be set for each of the approval Reviewers settings:

Minimum approvals

Who can approve or reject

Workflow popup on the page

 

Add a value for Minimum approvals to require one or more users to undertake and agree on the approval decision to complete the approval.

  • when set the workflow popup displays empty avatars for the required number of approvals

  • reviewer approval decisions are appended to the user avatar

If the selected Reviewers option includes Automatically assign users or Automatically assign groups or manually assigned reviewers

  • approval is set as complete when the Minimum approvals are undertaken and agree

  • not all assigned reviewers need to undertake the approval decision to complete the approval if there are more assigned reviewers than the Minimum approvals value

 

Minimum approvals example

For example, if the approval is configured as

  • Set all approvers that have to approve

  • 4 users to automatically assign

  • Minimum approvals is 2

On the page, the approval displays the preassigned reviewers.

For the following reviewer approval sequences

Scenario 1

  • first 2 approval decisions by different assignees are Reject

    • Minimum approvals is 2 and the approval is complete with status as rejected

    • the related reject transition occurs

Scenario 2

  • first 2 approval decisions by different assignees are Approve

    • Minimum approvals is 2 and the approval is complete with status as approved

    • any related approve transition occurs

Scenario 3

  • 1st assigned reviewer chooses to Approve

  • 2nd assigned reviewer chooses to Reject

    • Minimum approvals is not yet achieved

    • approval status is pending

  • 3rd assigned reviewer chooses to Approve

    • Minimum approvals is 2 but no change occurs because there is a current contra decision for the approval

    • approval status is pending

  • 2nd assigned reviewer changes their approval decision from Reject to Approve

The Reject contra decision for the approval is no longer current (all 3 reviewer decisions are Approve).

  • Minimal approvals is 2

    • now 3 reviewer approved decisions with no contra decision

    • approval is complete with status as approved

    • any related approve transition occurs

The 4th assigned reviewer was not required to make any approval decision.

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