How do approval requests work?

Most companies prefer to double (or triple) check everything before it is published onto a production environment. There are several ways in which admins can review contnet before it is published.

Content pages

The process of reviewing content pages depends on who needs to review them. There are two main options

Review by admin (role)

If users with the admin role are responsible for reviewing pages, you can keep the new page in its' draft (unpublished or disabled state. Only admins can open the page editor, in which they can see pages that are not yet published and disabled.

In the editor, admins can view those pages and change whatever is needed before publishing the page.

An eye icon next to the page name indicates if a page is enabled or not. Via the context menu, admins can enable or disable a page.

Review by other users

If the reviewer does not have the admin role, he can not enter the editor and thus has no access to unpublished pages.

You can create a specific user group (for example called "Approve") and set the access permissions for the newly created page for this group only. Once the page is created and published, it will be invisible for every user outside the "Approve" group. Users from that group can see the page and provide feedback on the content. And if approved, you can set the correct page permissions so every applicable user can see the page.

For documents (Layouts extension)

It is possible to enable "Document approval required" in the export settings. When enabled, documents need to have the status "Approved" before they can be downloaded with the profile. Who is responsible for approving documents is defined in the template workflow settings.

If an export can only be done after the document was approved, a warning modal will appear to inform the user that approval is needed to proceed. When "Request approval" is clicked, the approval flow will start

How does the approval work?

If your document needs approval you have to follow these steps:

1. Request approval
2. Users from the defiunes approval group will be notified via email so they can review your document
3. You will receive an e-mail when the approval is done (approved or rejected)
4. Go to your document in the document list
5. Export your document, after which it will be available for download from your download queue

For Assets

An approval flow can be enabled for an assets category. When enabled, newly uploaded assets get the status "Aproval required". And by configuring your permission scheme for the different asset statuses, you can create categories in which new uploads need to be approved by certain admins after which they can be seen and downloaded by other users.