Setting Up Publishing with an Approval Process

1. Activate the approval process.

For documents to be subject to an approval process, you must activate the approval process in the folder.

1. Open the Details dialog box for the folder.

2. Choose  Settings   Approval .

3. Choose Activate Approval Process .

2. Define approval steps.

Separate the approval process into several steps, for example, content, layout, and compliance with corporate design guidelines.

1. Use the following functions:

   • Add step

   • Move step up

   • Move step down

   • Remove

2. Enter a meaningful name for each step.

3. Define the approvers.

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 document is forwarded to the approvers of the next step.

4. Optional: Propagate the approval settings to subfolders.

Propagate the settings you have defined for the approval process to all subfolders of the current folder. To do so, choose Propagate to Subfolders .

When you propagate the settings of a parent folder, all subfolders, including indirect children, inherit the approval settings defined for the parent folder. The system overwrites any approval settings defined for the subfolders with the ones of the parent folder. However, the resources that are already in the approval process keep their status unchanged.

5. 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:

1. Open the Details dialog box for the document.

2. Choose  Settings   Approval .