The approvals page can be found as a sub page to the documents page in the left navigation menu.
The approvals page is hidden by default and will be visible when the status workflow has been activated in document settings.
If all draft statuses are archived and only published statuses are removed the page will disappear again as long as no approvals were created.
Here an overview of the approval requests in the project can be found.
On the approvals page the following can be done:
Each approval request can be reviewed and validated by the team before a final validation decides if the revisions that are requested to be approved should be approved or not.
Configuration of the course and outcome of an approval can be made.
New approvals can be created.
This article contains information about the following topics:
New item actions
The new item actions can be found on the top right of the page.
New approval request
Create a new approval request.
Click here to read more about creating a new approval request.
New draft approval request
Create a new approval request with drafts that remain from before the new status workflow was requested to be activated for a project.
Click here to read more about creating a new draft approval request.
Approval settings
Configure how topics get created as a result of approval validation.
Click here to read more about approval settings.
Access required: Administrator
Search or filter options
This is what the search or filter menu can look like on the approvals page.
In the search bar any approval that is available on the approvals page can be searched.
Filter left panel
By clicking the filter button a panel will appear on the left side.
Check the boxes to narrow down the search.
These filters can be saved at the top of the filter list.
When any of these filters are applied the filter text will be added to your URL.
If the URL of the filtered page is shared the person opening it will see the same filter in the same folder as is currently displayed as long as they have access to it.
When any of the filters in the left panel are hovered over "only" can be clicked on the right of the filter to remove any other, previously applied, filters.
Saved filters
Click here to read more about how to save a set of filters
Filters
Note: The URL of the webpage changes depending on what filters have been applied. This makes it so the current filtered documents table can be shared with other members that are part of the project.
If multiple of the same filters selected they are separated by a , or %2C
If multiple filters are selected they are separated by & or %26
Different filters and their URL equivalents:
No filters - state=all
My approvals
I am publisher - publisher=<Member GUID>
Created by - created-by=<Member GUID>
Status
Open - Default - state=pending,publishing
Published - state=published
Discarded - state=discarded
Reviewers
Member name - reviewers=<Member GUID>
Due date
Passed due date - due=overdue
Less than a day - due=2d
Less than a week - due=1w
Less than two weeks - due=2w
Less than a month - due=1m
All with a due date - due=present
No due date - due=none
Search
Text search - search=test
Approvals list
The information on the approvals page is spaced out in a way that makes it easy to understand at a glance, even for someone who has never seen a topic board before.
Under the search bar a list view of all the approvals that fit the current filter can be found.
This is what the approvals list can look like:
Row content
Approval row
Opening the content of an approval row opens the approval page for that approval.
Click here to read more about the approval page.
Cards
Each row in the approvals list contains an approval card with visual ques about the contents of each approval.
Only fields that have been configured in the approval will be displayed in its card.
Title
Approval title
Statuses
Approval status is displayed in a box background and icon depending on the status.
Publisher
Approval publisher
If no publisher is set it will say anyone with write access.
Due date
The due date of the approval.
The calendar icon and text of the approval are:
Gray - If the date if further than two weeks ahead in time.
Orange - If the date if less than two weeks ahead in time.
Red - If the approval has passed its due date.
Created by
Approval creator and date and time of when the aproval was created.
Approval number
The number of the approval
New validation workflow
Saved filters - New validation workflow
It is not possible to save filters with the new validation workflow
Search or filter options - New validation workflow
The following filters are available on the approvals page when the new validation workflow has been requested to be activated.
Status
Open - Default - status=open
Closed - status=closed
Draft - status=draft
Search
Text search - search=test
By default the text search only matches active workflows.
To search on archived statuses, first filter on archived and then use the text search.
Approval list - New validation workflow
The new validation workflow is an on-demand feature that can be requested to be enabled when starting a new project.
It is only possible to create a project based on a template project when the new validation workflow is not enabled in that template project.
Each row in the approvals list contains an approval card with visual ques about the contents of each approval request.
Only fields that have been configured in the approval request will be displayed in its card.
This is what an approval request with full activity can look like:
Row content
Approval row
Opening the content of an approval row opens the approval page for that approval.
Click here to read more about the approval page.
Cards - New status workflow
Title
Approval title
Draft status
Approval status is displayed in a box background and icon depending on the status.
Open approval status
Hover over statuses of approvals that are under review by more than one team to open a popup that shows which team have yet to submit their review in the current review step.
Reviewer teams that have already given their review do not show up in this list or count towards the amount of teams the approval step currently is under review by.
To the right of the open approval status the date and time the approval step must be reviewed by is displayed.
If auto-approve is configured for this step the approval will automatically go to the next step on this date and time.
Closed status
Approval status is displayed in a box background and icon depending on the status.
Workflow
The workflow that is being followed by the approval
Created by
The member that created the aproval and the date and time of when it was created.
Final approval
The final approval team that will have the final say on the publishing of the shared documents in the approval informed by the reviews submitted by the submitter teams in each of the approval steps.
Approval number
The number of the approval
Bottom icons
The current review step of the workflow that the approval is following.
The total amount of steps the approval has to complete before the approval is finalized.
Only visible on open and closed approvals.
The amout of documents in the approval regardless of access settings.
Further reading
This article contains more information about how the approval process works.