Add and manage approval reviewers in workflow builder
Overview
The reviewers for an approval can be managed by editing each approval using the workflow builder visual editor.
For a state in the workflow, in the visual editor, choose Approvals in the state editor to display the current approvals in the state
Existing approvals are listed (each approval name is displayed).
Choose the current approval name to edit the approval. The assignment of reviewers can be set by choosing one of the Reviewers check button options.
You can edit the approval name and a range of attributes including
reviewer assignment
the minimum number of reviewers required
the requirement for an e-signature to enable the approval for each reviewer
Reviewer Assignment
The assignment of reviewers can be set by choosing one of the check buttons.
Anyone can approve
there are no restrictions on who can approve (except the reviewer must be a user with view and edit permission for the page)
One or more users can be assigned as a reviewer (using the workflow popup on the page)
any user (with view and edit permission for the page) can approve until a reviewer has been assigned
once a reviewer is assigned, only assigned user(s) can undertake the approval
if more than one reviewer is assigned then all reviewers must agree on the approval decision (approved/rejected) for the approval transition to occur
Set all reviewers that have to approve
one or more user(s) are assigned as a reviewer by the workflow on transition to the workflow state with the added approval
users to be assigned are added in the workflow builder approval editor
if more than one reviewer is assigned then all reviewers must agree on the approval decision (approved/rejected) for the approval transition to occur
The minimum number of reviewers required for an Approved transition to occur can also be specified.
Anyone can undertake the approval
The default for reviewers for an approval is to allow anyone (with view and edit permission for the page) to undertake the approval.
A single user undertaking the approval review (an Approved or Rejected decision) causes the workflow to transition to the destination state for the approval decision.
If there is an added value for Minimum reviewers, then at least this number of reviewers is required to undertake and agree the approval decision for an approval transition to occur.
The minimum number of reviewer decisions required is indicated by the display of empty avatars in the workflow popup.
These workflow popup user avatars are filled as each reviewer undertakes an approval decision.
Minimum reviewers value applies to both the Approved and the Rejected decision transitions. In the above example, two reviewers must both approve the content or two reviewers must reject the content for a transition to occur.
Setting a Minimum reviewers value for an approval configured as Anyone can approve limits the number of users who can undertake the review to the Minimum reviewers value.
Once the minimum number of reviewers have undertaken a decision, but have not yet agreed on the approval decision, the approval is disabled for all other users.
Until the transition takes place, existing reviewers can change their approval decision. This may cause a process delay if the minimum reviewers value is > 2.
Assignable approval
To allow users on the page to manually assign one or more reviewers to the approval, in the Edit Approval editor, select the Users can be assigned through the UI option.
In the state editor in workflow builder, a manually assignable approval is displayed with an avatar and “+”symbol appended to the approval icon.
On the page, the workflow popup will display the Add reviewer option to assign one or more users as a reviewer.
If no user has yet been assigned, a single user with view and edit permission can undertake the approval and cause the approval transition.
The approval can also be set to pre-assign users as reviewers for the approval.
Add one or users to Automatically assign users or one or more user groups to Automatically assign groups options.
Add one or more users to the
A Minimum reviewers value can be set for a manually assignable approval, this will action an approval transition once the set number of reviewers agree on the approval decision. If there are less pre-assigned reviewers than the value set, empty avatars will be added to the workflow popup.
This approval transition will take place when the Minimum reviewers value is reached for reviewers who agree on the approval decision even if
other assignees have made a contrary approval decision
or there are pending review decisions from some assignees
Workflow assigned reviewers
If all the reviewers are set to approve these must be added in workflow builder. These users will then be assigned by the workflow as reviewers for this approval when the transition occurs to the state with this approval.
The users and users who are members of any groups added to the approval editor are automatically assigned to the approval on transition to the approval workflow state.
only assigned users can undertake the approval
assignee user avatars are displayed in the workflow popup
all assignees must undertake and agree the approval decision for an approval transition to take place
approval is disabled for all other users
A Minimum reviewers value can be set, this will action an approval transition once the set number of reviewers agree on the approval decision. This approval transition will take place when the Minimum reviewers value is reached for reviewers who agree on the approval decision even if
other assignees have made a contrary approval decision
or there are pending review decisions from some assignees
E-signature credentials requirement for reviewers
In the Advanced settings, you can choose to set the requirement for user authentication. A reviewer will be required to confirm their identity using an e-signature to activate an approval and validate an approval decision.
Choosing the e-signature option will mean that a reviewer will need to have set a personal code as part of 2FA Authentication for the instance.