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Approval reviewer settings

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Overview

Approval reviewers in a custom workflow state are managed by editing the approval using the workflow builder visual editor in the space settings document management dashboard.

cdmc_wf_builder_approvaleditor_anyonecanapprove.png

Reviewers for the approval are managed by choosing one of the check buttons in the approval editor.cdmc_wfbuilder_approvalseditor_extract_userscanbeassignedthroughUI_checked.png

Reviewer settings in workflow builder

Reviewers for an approval can be configured in workflow builder visual editor as

Anyone can approve (no restrictions)

Any user can undertake the approval

  • option to require a minimum number of reviewers to undertake and agree on the approval decision

Anyone can approve (no restrictions)

Who can approve or reject

Workflow popup on the page

cdcm_wfbuilder_approvaleditor_anyonecanapprove.png

No restrictions on who can approve or reject the approval.

A single reviewer 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.

cdmc-wf_popup_reviewstate_anyonecanapprove_approval.pngcdmc_wf_popup_anyoncanapprove_require2approvals_emptyavatars.png

See: Content reviews: Anyone can undertake the content review

Users can be assigned through UI

An approval can be configured in the visual editor to allow one or more users to be assigned as reviewers on the page using the workflow popup

  • workflow popup displays the Add reviewer option

  • assigned users are displayed in the workflow popup

The visual editor includes options to

  • pre-assign users as reviewers (in addition to manual assignment of reviewers on the page)

  • require a minimum number of reviewers to undertake and agree on the approval decision

Users can be assigned through UI

Who can approve or reject

Workflow popup on the page

cdcm_wfbuilder_approvaleditor_userscanbeassignedthroughUI.png

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

Automatically assign reviewers

Includes the option to preassign users as reviewers by adding one or more user names or user group names to the Automatically assign … options

  • preassigned users are assigned on transition to the workflow state with the approval

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

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

Until a reviewer has been assigned

  • any user (with view and edit permission for the page) can approve or reject and complete the approval

Once a user is assigned as a reviewer

  • only assigned user(s) can undertake the approval

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

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

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

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

Set the Minimum approvals=1 to require a single user decision from multiple assigned reviewers to reduce blockages on non-critical approval steps.

cdmc-wf_popup_reviewstate_assignable_approval.pngcdmc_wf_popup_assignable_approval_twoassignees_nodecisions.pngcdmc_wf_popup_reviewstate_assignableapproval_noassignees_min2approvals_emptyavatars.pngcdmc_wf_popup_reviewstate_assignableapproval_noassignees_min2approvals_onerejectdecision_onemeptyavatar.png

See: Assignable approval in workflow builder and Manual assignment of reviewers.

Set all reviewers that have to approve

An approval can be configured in the visual editor to mandate users to undertake the approval

  • avatars for assigned users are displayed in the workflow popup on the page

  • only preassigned reviewers can undertake the approval

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

Set all reviewers that have to approve

Who can approve or reject

Workflow popup on the page

cdmc_wf_builder_approvaleditor_setallreviewers_useradded_groupadded.png

One or more user(s) are assigned as a reviewer by the workflow on the transition to the workflow state with the added approval.

Automatically assign reviewers

At least one user name or group name must be entered in the Automatically assign dropdown menus in the workflow builder approval editor.

Added users are preassigned as reviewers:

  • preassigned users are assigned on transition to the workflow state with the approval

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

  • preassigned users cannot be unassigned using the workflow popup on the page

If more than one user is assigned as a reviewer

  • then all reviewers must agree on the approval decision (approved/rejected) to complete the approval and any approval transition to occur

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

Set the Minimum approvals=1 to require a single user decision from multiple assigned reviewers to reduce blockages on non-critical approval steps.

cdmc_wf_popupo-preassignedreviewers_nomanuallyassignment.pngcdmc_wf_popup_4preassigned_2approve_1reject_minapproavls2_notcompleted.png

See: Workflow assignment of approval reviewers in workflow builder and Workflow assignment of reviewers

Minimum approvals

The visual editor includes an option to require a minimum number of users to undertake an approval decision and agree to complete the approval.

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

  • Anyone can approve

  • Users can be assigned through the UI

  • Set all reviewers that have to approve

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. This is useful when a large team of reviewers is assigned, but you only need two of these reviewers to approve.

Minimum approvals

Who can approve or reject

Workflow popup on the page

cdmc-wf_builder_approvaleditor_anyonecanapprove_minimumapprovals_3.pngcdmc-wf_builder_approvaleditor_usercanbeassigned_minimumapprovals_2.pngcdmc-wf_builder_approvaleditor_setalluserstoapprove_minimumapprovals_1.png

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

Minimum approvals can be set for all three Reviewers options.

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

All reviewer decisions must agree for the completion of the approval (no contra decisions) even if there is the required number of agreed Minimum approval decisions.

For example, there are 4 assigned people with a minimum set as 2. 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 as rejected

    • any related reject transition occurs

Scenario 2

  • first 2 approval decisions by different assignees are Approve

    • Minimum approvals is 2 and the approval is complete 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

    • no change in approval occurs

  • 3rd assigned reviewer chooses to Approve

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

  • 2nd assigned reviewer then changed their mind 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 and there is now 3 approval decisions with no contra decision

    • approval is complete as approved

    • any related approve transition occurs

    • 4th assigned reviewer did not need to make any approval decision

cdmc_wf_popup_anyoncanapprove_require2approvals_emptyavatars.pngcdmc_wf_popup_minapprovals_3_with_2preassigned_one_emptyavatar.pngcdmc_wf-popup_minapprovals_3_twoassigned_oneapproved.png

See: Minimum reviewers

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