The feedback and approval process allows you to increase the collective participation of users in projects and will serve as a standard form of agreement when it comes to approving or rejecting your work.
The process will assure that the right users are involved in the project – and collaborate in an effective and efficient way – leading to an approval outcome for an asset, making the act of moving assets through the workflow quicker and easier.
When starting projects, new assets that require approval by certain project stakeholders come into play to make sure content is on-brand. These stakeholders could be brand managers or marketing directors – or from any other brand team. With proper feedback and approval processes in place, assets can conveniently be uploaded into your projects and get direct approval or feedback.
Upload assets by clicking the upper-right hand corner menu > file upload.
Request Approval Process of Specific Assets
The approval process allows you to be in sync with all the project stakeholders while assuring faster feedback loops, making projects move a lot smoother.
When the asset is ready to be approved, you start by opening the asset you want feedback on.
Creating a Request
On the upper right-hand corner, the drop-down menu will give you different options.
Select the ‘Request Approval’ option. This will open the right-hand panel, where you’ll be able to select your reviewers on the left side.
Reviewers & Revision Settings
The panel on the right-hand side of the screen will allow you to include reviewers by entering the names in the ‘Add Reviewers’ lane. In this case, a pop-up window will appear with a list of people that have access to the asset. You can choose one or several users. There’s also a possibility to invite whole groups using the right-hand side tab on that same window.
Once you’ve selected the reviewers, you’ll be able to adjust the settings on the right-hand side tab of that panel. This step is crucial, as it shows the parameters that will be used to reach the approval of an asset.
Message: The message will allow you to clarify to the reviewers what the asset is about, and also add specifics on what exactly needs to be reviewed.
Closing Date: The closing date determines the end date of the approval request, which means that the time defined will be the last day open for review, will get resolved, and automatically approved or rejected based on the approval requirements you defined.
Approval Requirements: This will show the conditions for a request to be resolved as ‘Approved’ – there are two options to choose from:
No Rejections: This means that there are no rejections and there is at least one approval.
The majority of Responders Approve: More than half of the responses are approvals.
Resolution if no Responders: If none of the reviewers respond to the request, you’ll have the option to make the process automatically move to either rejected or approved after closing date.
Status After Approval or Rejection
This next step is a crucial part of the process, as it will aid the requestor when the process has reached an outcome, and automatically move it into the next stage. Setting this up will make sure that the process is done efficiently and fast, allowing people in your team to move forward with the asset.
These options are located side by side, and you have the option to move the image to the desired status, automatically, when Approved or Rejected – or leave it as ‘Don’t Change’ to make a manual change when needed.
The setting has two additional options to be checked if desired:
Reset Responses on Revision Upload
When this option gets checked it gives the opportunity to reset the responses of the approval process in case a new revision is added.
Close Early if Everybody has Responded
When you check this option the process will close automatically if the needed responses have been gathered and everything else in the ruleset has been accomplished. Helping you to save time by moving faster in the process.
Once the Settings have been set up, you can proceed to Send Request, and with that, start the approval process request of that image.
This is the view from the requestor side, while the expected image approvals come in.
The Reviewers View Before Actions are Taken
Once the request has been sent, the reviewers selected will receive email notification of the request to view the asset, and the action needed.
The reviewer will be directed to Frontify, where an information bar will allow them to assess and approve the asset.
Next to the file name will be the current status of the asset and also the current respondent reviews.
The information bar will contain the message of the requester, the deadline for feedback submission, and the choice to approve or reject the asset.
Once the reviewer has chosen between approving or rejecting the asset, the reviewer would need to back up their answer. This is a very important phase as it will assure a completely efficient and effective process, it’s essential for the requester to know what the reviewer’s feedback was, making the process of approving the asset more efficient.
View as Approved or Rejected
As the Requestor
If you are the one requesting the approval view, the upper information bar will look the same but without approval needed, just the option to close the request. With this information, a requester can check if there are any updates in terms of feedback from reviewers. The requestor, depending on the length of time still remaining to approve assets, can close the request and solve it ahead of time.
As mentioned above, as a requestor, you are able to manually close a request at any point in the process. This can be done by clicking on the Close Request option at the top of the screen and adding a resolution to the asset. This action will allow you to speed up the process and move faster with the work ahead.
The approval process can be checked in real-time over by the approval history, where you can see, in greater detail, who has answered and changed the status of the process. It’s also important to look back on the whole Approval History of that particular asset. This history can be found in the top right-hand corner menu, with the three dots, by clicking ‘Show Approval History.’
Approval History Window
The Approval History window will show you the past and current processes. The reviewers that have approved or rejected revisions, but also reviewers who are still pending, if there’s an open request process. Comments will also be shown in this window, on a specific process.
Comments & Feedback
The comments and feedback section is also an essential part of the process, any other member of the project with commenting rights. @mentions and emojis can also be included in this section. Which also adds up to the additional feedback during the approval process.
If you have any further questions, please don’t hesitate to contact us.