Site approval for new or updated content (approval workflow)
Files
, Wikis
, Blogs
and Events
can be configured to require approval before content is uploaded or updated by any user, except an administrator; while the types of content may differ, the approval process remains the same. If a file needs approval, the designated administrator will receive a notification.Below is an example using the
Files
module:When you upload a file that requires approval, the following message will be displayed at the top of the page "
Uploads pending approval
". To view pending files, you can go to
My profile
, then Approval workflow
.
note
While the name is similar, this is not to be confused with Workflow, used for task automation.
The
Approval
workflow
screen opens:
You can view the files that are
Pending approval
and the files that have been Rejected
. You can also select More actions, then Revoke
or Delete
files pending approval. 
If you choose to revoke the file, it is then moved to your drafts. In your drafts, you can make any changes and resubmit it for approval or you can delete it altogether.
If the file is submitted for approval, an email similar to the following is sent to anyone listed as an approver for the Files module, informing them that they have content to approve, with a link to the approval page.
A new content item Knowledgebase Image has been added to Knowledge Base that requires approval before it can be published. Click here to review the content. THE ABOVE LINKS CONTAIN SENSITIVE DETAILS THAT ARE SPECIFIC TO YOUR USER ACCOUNT. PLEASE DO NOT FORWARD THIS EMAIL TO ANYONE ELSE. For technical and user support please email the Administrator. Kind regards, HighQ
As an approver, click the link to go to the approval page. Within the approval page, you can review content within the document viewer. You can then
Approve
or Reject
the content (along with any other items awaiting approval):
If the content is rejected, you will receive an email notification and the content will end up back in your Pending approval page, flagged as rejected. If you click on the Rejected status, you can view the comments related to the rejection, the name of the person who rejected the blog post and the time related to the rejection:
You can then either delete the content or edit it and resubmit it for approval.
If approval is granted, the content is published immediately and you receive an email notification with the following message:
Your content item Knowledgebase Image has been approved. Click here to view. THE ABOVE LINKS CONTAIN SENSITIVE DETAILS THAT ARE SPECIFIC TO YOUR USER ACCOUNT. PLEASE DO NOT FORWARD THIS EMAIL TO ANYONE ELSE. For technical and user support please email the Administrator. Kind regards, HighQ
note
If the approval workflow is disabled for a module while there is content waiting to be approved (meaning that approval is no longer required), all content awaiting approval will be published automatically.