Add an approval to a state
- Robert Alexander Marshall
Overview
One or more approvals (content review) can be added to each workflow state in a custom workflow.
Approvals are added to a state in a workflow using the approval editor in the workflow builder visual editor.
The approval can be added with the approval reviewers can be set as one of:
Anyone can approve (no restrictions) - any user (with edit permission for the page) can undertake the review
Users can be assigned through the UI - manual assignment using the workflow popup on the page
Set all reviewers that have to approve - set all assigned reviewers to undertake the review
For each of the above reviewer settings, the approval can also be configured to
require a number of Minimum approvals to be undertaken by reviewers to complete the approval
require reviewer Credentials to authenticate a user using an e-signature
Approvals can only be added to a custom workflow.
Add an approval
For a custom workflow in the space settings document management dashboard
choose Edit with Visual Builder
select the state to open the state editor for the chosen state workflow panel
To open the approval editor, next to Approvals
choose +add
Or use +Add Approval button in the workflow navigator window.
An approval name must be entered.
The approval name must be unique in the current state but approvals in different states in the workflow can use the same name.
select the required Reviewers option
add users or groups to reviewers options (if available for the selected reviewers setting)
If required
add Minimum approvals value to set the number of reviewer decisions to complete an approval
The following Advanced options can be set for the approval
set Credentials requirement for reviewer authentication
Set custom action labels to customize the approve and reject action button names in the workflow popup
In the approval editor, choose Add to save the approval to the workflow state.
The approval name is displayed in the state editor.
To add the changes to the workflow in the dashboard
choose Save
select Exit
Adding more than one approval
One or more approvals can be added and configured separately in the state using the workflow visual builder.
choose Add Approval
In the workflow builder approval editor
add a new approval name
select the required Reviewers option
choose Add to add the approval to the state
Both approvals for the state are displayed in the workflow visual builder.
Save
Exit to update the workflow in the space settings document management dashboard
On a page with the applied workflow in the updated workflow state, both approvals must be undertaken to complete the approval process in the workflow state.
Removing an approval
Remove an approval from a workflow state using the Delete button in the approval editor.