Add and edit approvals in workflow builder

Overview

Accessing the approval editor

Choose a state name in the workflow panel (or a state lozenge in the navigator panel).

Open

This displays the state editor for the chosen state in the left-hand workflow panel.

Open

The state editor will display the state name and the number of Approvals and Transitions for the state.

The current state Review has a single approval

Editing an approval

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.

You can edit the approval name and a range of attributes including

• reviewer assignment

• set the minimum number of reviewers required

• set requirement for e-signature to enable the approval for each reviewer

• customize the approval button names displayed in the workflow popup on the page

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.

Assignable approval

If an approval can have one or more reviewers assigned manually by a user using the workflow popup the approval will be displayed with the "+" symbol appended to its icon in the state editor in workflow builder.

On the page, the workflow popup will display an option to add reviewers.

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.

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.

An approval that requires credentials will be displayed with a padlock appended to the approval icon in the state editor in workflow builder.

A user undertaking the approval will be required to enter their email and a time-based token generated by a third-party app in the workflow popup on the page to activate the approval options to approve or reject the content.

The first time a user opens the workflow popup in a state with an approval that requires an e-signature they will be prompted to set up a personal code.

If they have previously set up their personal code then the reviewer can simply add their email and a third party generated time-based token

The e-signature is validated when the approval decision is made by the reviewer.

Customize approval decision buttons in the workflow popup

In the Advanced option, you can also choose to customize the names displayed in the workflow popup for the Approved and Rejected decision buttons.

Adding an approval

Choose +Add Approval in the state editor to open the approval editor

The approval must at least be named to add to the current state and open the Advanced options.

Deleting an approval

Choose Delete in the approval editor to remove the current approval from the state.

Any Approved or Rejected transitions that are present in the state must be removed separately.