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Open, published or discarded approval - Legacy

Sjaak Velthoven avatar
Written by Sjaak Velthoven
Updated yesterday

Click on an approval on the approvals page to open the approval page of the approval.

This is what the approvals page can look like:

This article contains information about the following topics:

Actions on the approval page

This is what the actions on the approvals page can look like:

Approvals settings

Click here to read more about approvals settings.

Approval navigation

Back to approvals button - Get taken back to the Approvals page.

Top progress bar - Shows the approvals you can navigate to

Note: You can only navigate as many approvals as you had loaded on the approval page. You can load 100 approvals at a time by scrolling down the approval list view.
Unless you scroll all the way down on the approval page or there are less than 100 issues in the board.

This total number is therefore not indicative of the total approvals on the approvals page.

Previous and next buttons

Go to the previous or next approval in the filtered list of approvals

Approval Right menu

The right menu in an approval contains the approval history

This is what the right menu in an approval can look like:

Approval Header - The subject of an approval

This is what the header of an approval can look like:

Title

The title of the approval

Publisher

The user who will publish the approval

Created by

The user who created the approval

Due date / Milestone

The due date and/or milestone of the approval

Reviewers

The reviewers of an approval can look something like this:

Here reviewers can be assigned that can make comments, approve or deny the documents in the approval.

Maximum reviewers: 20

Minimum reviewers

The minimum reviewers required to publish the approval without force publishing it.

Edit reviewers

After an approval has been made you can edit the list of reviewers by clicking on the pencil to the right of the minimum reviewers.

Access required: Approval creator or administrator

Approval Body - The content of an approval

This is what the approval body can look like:

If a document has been found to be infected with a virus it will be removed from the approval.

Description

The description of the approval follows the general formatting rules of posts.

Actions in the draft for approval table

This is what the actions in the draft for approval table can look like:

Add draft

Administrators and the creator of the approval will be able to add drafts to this approval.

You can only add a draft to one approval at a time.

If a document has been found to be infected with a virus you will not be able to add it to the approval

Review

This button will take you to the approval file review where you can inspect each draft and make a decision on whether you want to comment, approve, approve with comment, reject or do nothing with the draft.

Approve all - Click the dropdown next to review to approve all drafts with one simple click.

Drafts for approval table

Drafts - The icon, document structure path and revision name of the draft that is to be approved.

File size - The size of the draft

Uploaded by - The user that uploaded the draft

Status - The draft status of the draft

File review status

The file review status either be Pending approval, Approved with comment, Approved or Rejected

Comment

If there is a comment in the approval you will see a preview of the last comment next to the file review status.

Approval comments follow the general formatting rules of posts.

Action menu

Add review

If no reviewers are set anyone can add a review

If there are reviewers in the approval header only reviewers can add a review

By adding a review you can either comment, approve, approve with comment or reject each draft.

Remove from approval request - Here approval creators or administrators can remove a draft from the approval.

Topic

The number of the topic that was generated as a result of the validation of this revision.

Click on the topic number to open the topic that was generated.

Revisions for approval table - New status workflow

In new projects that get created the new status workflow is enabled by default.

With the status workflow activated new revisions get uploaded as shared revisions instead of being able to choose if it should be draft or published upon upload.

When shared revisions are added to an approval request the table is called revisions for approval instead of drafts for approval.

This is what the revisions for approval table can look like:

Bottom progress bar

Shows the how many drafts have been approved

This is what the progress bar can look like when the publishing is in progress:

Bottom actions

The bottom actions are visible as long as there are still unpublished revisions in the approval request.

Discard

The publisher can discard the approval

Publish

If enough reviewers have validated each of the revisions as approved the publisher can publish the approval.

Close as published

If all the revisions in the approval request have been published outside of the current approval request the approval request can be closed as published.

Force publish

Until enough reviewers have validated each of the revisions as approved the publisher can force publish the approval.

If no publisher is set for the approval anyone can force publish.

If a publisher is set for the approval only the publisher can force publish.

Click on the force publish menu to open up the force publish dialogue.

This is what the force publish dialogue can look like:

When force publisheng, approved and approved with comment revisions are always published.

The publisher can also choose to publish both pending and rejected revisions informed by the validations given by the reviewers.

Creating topics as a result of publishing

If topic templates are configured in approval settings a topic can be generated for each of the revisions that is validated.

Depending on which topic templates are configured in approval settings each of these four options can generate topics in a different way.

For example topics generated for approved revisions, approved with comment revisions, pending revisions or rejected revisions could each go to their own board or they could all go to the same board but have a different status or type.

Publishing limitaitons

Any amount of draft revisions can be published resulting in any amount of topics that are created as a result of publishing the approval request.

As an example 1001 topics were created and 1001 draft revisions were published as a result of force publishing this approval request.

Force publish - New status workflow

In new projects that get created the new status workflow is enabled by default.

This is what the force publish dialogue can look like when the new status workflow is enabled.

With the status workflow activated new revisions get uploaded as shared revisions instead of being able to choose if it should be draft or published upon upload.

As an example 1021 topics were created and 1021 shared revisions were published as a result of force publishing this approval request.

Publishing

After publishing an approval request the status of the approval request changes to publishing.

Published revisions table

In the published revisions table revisions that have been published outside of the current approval request are displayed.

This is what the published revisions table can look like:

When revisions are published outside of the current approval request the approval request can be closed as published.

Action menu

Remove from approval request - Here approval creators or administrators can remove a revision from the approval request as long as not all the revisions in the approval request have been published yet.

Outdated files table

When a more recent revision is published in the document than the added revision it becomes outdated.

This is what the outdated files table can look like:

Outdated revisions can either be removed from the approval request or the approval request can be discarded.

Action menu

Remove from approval request - Here approval creators or administrators can remove a revision from the approval request as long as not all the revisions in the approval request have been published yet.

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