You may need to establish several review and approval steps before a post can be published and shared with employees, clients or partners. Magentrix Article Approvals allows you to define all the revision steps to ensure posts meet the highest quality and accuracy standards.The approvals are required to be obtained in a sequential manner. Additionally, administrators can set up automatic approval processes to streamline this process.
To create and configure Post Approvals, users must have the following permissions:
- Administrator System Role
TO ENABLE POST APPROVAL:
- In the Setup Home page, click Create > Articles.
- Click the Article Type you want to enable Post Approval.
- Select the Settings Tab.
- Under the Version Control pane, check Enable Version Control.
TO CONFIGURE POST APPROVAL:
- In the Setup Home page, click Create > Articles.
- Click the Article Type for which you want to configure its Post Approval.
- Select the Approvals Tab.
- Choose an appropriate approval process:
- Default: Choose this option when a Post needs a simple review and approval process by an administrator or delegated publishers. Approval will be assigned to all publishers and approval or rejection will be based on the first response received.
- Custom: Choose this option when a Post needs a more complex approval process. You can set up sequential approvals and/or set up criteria evaluations when different groups of people need to approve different posts within the article type.
- Allow Submission Recall: Check this option if you want to allow authors to recall a post submitted for approval. This can lessen the occurrence of rejections where the author could have intervened before approver review.
- Who can edit a locked post: When a post is submitted for approval it gets locked and becomes uneditable. Choose who can edit the post after it has been submitted for approval.
- If you have selected the Custom approval process, configure the following steps:
- Click Add Approval Step.
- Enter the name of the step and an optional description and then click Next.
- Choose a rule criteria:
Criteria are met: Creates rule criteria based on information fields and qualifiers (e.g. field: category, operator: equals, Value: Marketing Blogs)
Formula Evaluation: Creates complex rule criteria based on a formula for evaluation (e.g. AuthorID Has a value of “John Doe”).
- Administrators may add filter rules using Filter Logic. See Filters and Filter Logic.
If the step is not met, administrators can choose what happens if the step is not met:
- Reject Post : The Post will be rejected and the author will receive a notification.
- Accept Post: The Post will be accepted and the author will receive a notification.
- Go to next step: If there are multiple approval steps and one is not met the next will run until the last step is reached. If that last step is not met, the Post will be rejected by the system.
- Click Next.
- Approver Setting:
Choose if the submitter can select who approves this Approval Step or designate approvers by searching by their name.
- When multiple approvers are selected: Choose whether unanimous approval is necessary or only first response is needed.
- Click Save.
- You can Drag and Drop the approval steps to the desired step sequence.
- Click Save Changes.
Examples of Custom Approval Processes:
- If a post has a “Technical” category then someone from the tech team needs to approve it, but if a post has a “Marketing” category then someone from the marketing team needs to approve it.
- If a post has the words “press”, “news” or “blog” in the body text then send it to the marketing team to approve, or if it has “C++” “css styling” or “jQuery” in the body send it to the IT department to approve.
*Note: These are very basic criteria based approval steps but the approval process can be customized into a complex, sequential set of evaluations involving data fields.
APPROVAL PROCESS FOR CONTRIBUTOR:
- After you have a draft you want to submit for approval, click the Approval History tab in the post editor.
- In the Approval History Tab, You can choose any version of your post and review the past approval history.
- Click Submit for Approval.
- Depending on the defined approval process, you may be asked to select the next approver.
- If submission recall is enabled: In the Approvals tab click Recall Submission to make the post editable again. Manager roles will receive a notification of the recall. This feature is useful to the author in the event that the post needs to be edited after it has been submitted and can prevent avoidable submission rejections.
- If the post is approved, the author will receive an email notification and they can choose to Publish or Recall Submission (if enabled). If after receiving approval further edits are necessary, the author can recall the submission to avoid publishing incorrect or incomplete shared content.
- Approvals on Articles requires version control to be enabled.
- A Contributer can only submit the current version for approval.
- A Publisher can create, edit and approve their own post. They are able to view, edit and publish Contributor posts in the editor even after it has been submitted for approval.
- Each version of a post would go through the approval steps before being published.
- After submitting their post, Contributors can only view the read only version of their post and approval tab. All other editable features are not visible.
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