Setting Up Publishing with an Approval
Process
Use
The approval process for documents can comprise more than one step. The system automatically notifies the approvers of the next approval step due. You have to set up the workflow for the approval process according to your requirements.
Prerequisites
You have the service permission Approver Administration (or Full Control) for the folder.
If you want the approval process to function properly, it is absolutely necessary to maintain service permissions in the folder structure in which the documents to be published are stored. You should not give all users the Full Control service permission.
Procedure
1. Activate the Approval Process
For documents to be subject to an approval process, you must activate the approval process in the folder.
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1. Open the Details dialog box for the folder.
2. Choose Settings ® Approval.
3. Choose Enable Approval Process.
2. Define Approval Steps
Separate the approval process into several steps, for example, content, layout, and compliance with corporate design guidelines.
4. Use the following functions:
○ Add step
○ Move step up
○ Move step down
○ Remove
5. Enter a meaningful name for each step.
3. Define the Approvers
6. Assign at least one user, group, or role to each approval step.
Approval by any one of the assigned approvers is sufficient for each approval step. As soon as one person has approved a step, the system forwards the document to the approvers of the next step.
These settings are only valid for the current folder. Subordinate folders do not inherit these settings.
7. Make sure that the approvers have read permission for the documents.
No further permissions or service permissions are needed to approve a document.
If versioning is active, the system displays menu commands for approving documents dynamically in the context menu or in the Details dialog box. A prerequisite for this is that the relevant command group must be configured in the layout set.
Optional: Display Approval Status of Documents
If you change the approval process for a folder, this change only affects newly created documents or documents that have the status In Progress. The previous settings are still valid for documents that are already in the approval process.
To check which users have already approved a document and which approval steps are still open, proceed as follows:
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1. Open the Details dialog box for the document.
2. Choose Settings ® Approval.
More Information