Add and edit approvals in workflow builder
- Robert Alexander Marshall
Overview
One or more approvals (content review) can be added to each workflow state in a custom workflow using the workflow builder visual editor in the space settings document management dashboard.
An approval in a workflow state is configured in the approval editor.
manage the reviewers for the approval
set the requirement for reviewer authentication
customize the workflow popup Approve and Reject button names
Approvals can only be added or edited for a custom workflow. To use a customized version of a bundled workflow, create an editable copy of the bundled workflow in the space settings document management dashboard.
Accessing the approval editor
In the space settings document management dashboard open the workflow builder visual editor for a custom workflow
choose the Edit with Visual Builder icon
choose a state name in the workflow panel
Or the state lozenge in the navigator panel.
This displays the state editor for the chosen state in the left-hand workflow panel.
The state editor displays
the state name
If the state contains transitions or approvals, the editor displays
the number of Transitions for the state
the number of Approvals for the state
Edit an approval
If the state includes one or more approvals, edit an approval using the approval editor
choosing Approvals
Existing approvals in the state are listed by approval name.
Choose the approval name to edit the approval in the approval editor.
choose Add to save the edited approval in the visual editor
choose Save and Exit to update the workflow in the space settings document management dashboard
Add an approval
Add an additional approval in the state by
choosing Add Approval
If there are no approvals in the state, no number is displayed for Approvals in the state.
To add an approval in the state
choose add
add the new approval in the Add approval dialog box
choose Add to save the named new approval in the visual editor
choose Save and Exit to update the workflow in the space settings document management dashboard
Reviewers
Reviewers for the approval are managed by choosing one of the check buttons in the approval editor.
In this example, the approval is configured to allow one or more users to be assigned as a reviewers using the workflow popup on the page.
Set how users can review the approval
The approval reviewers can be set as one of the following:
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 reviewers are assigned as reviewers
Users can be added to the approval editor to be pre-assigned when the approval reviewers are set as assignable. Users must be added to the approval editor to be pre-assigned reviewers when the approval reviewers must approve.
The approval can also be set to
require Minimum approvals to be undertaken by reviewers to complete the approval
require reviewer Credentials to authenticate a user using an e-signature
To undertake the approval on a page:
an unassigned reviewer must have at least user view and edit permission
an assigned reviewer only requires user view permission
Customize approval decision buttons
The Advanced settings include an option to Set custom action labels to add context to an approval decision.
Use this option to customize the names displayed in the workflow popup for the Approved and Rejected decision buttons for an approval.