We’ve built a custom approval workflow for the Publisher in order to streamline the collaboration between design, marketing, brand, and every other team using the Publisher.
Template Library with Predefined Approval Settings
In the Template Library, you have the option to create specific groups for the approval of certain topics. There, you can add certain users and customize approval settings, allowing the right people to have a say in their topic of interest.
Start by creating groups for certain topics – such as Social Media template approvals. Now, in the Power Bar, within the settings cogwheel, select the Template Library settings. There, you’ll find the Approvals sections, where you have the option to add your custom approvals, click on it.
When clicking on ‘Add,’ it’ll redirect you to the approval presets, where you can enter all the information needed for the approval process. By having fully customizable options, you’ll be able to reach the right people and make sure the approval process is checking all the predefined boxes – increasing efficiency, and saving you time.
Start by adding reviewers to the approval of this particular topic. These people will be the only ones with a stake in the approval decision. By clicking ‘Add reviewers,’ you’ll be able to select users from a list. Entire groups can also be selected if you have any created.
With groups, you can reach all the right people at the same time; entire teams, external stakeholders, or other collaborations – and make sure they all have a say in the topics that they care about.
If you want to add or remove someone to or from a group at a later stage, you can do so. It will then be reflected, automatically, in all instances where that group of approvers has a say.
Once you’ve selected the different users or groups, they will be shown on the top section of the panel, as Reviewers.
Template Approval Settings
In the settings section of the approvals, you can name the predefined approval group based on its use case (e.g., product design, social media, etc.) Remember that you can create different approval processes for templates, this will help you categorize them and make sure that templates are being used properly, and most importantly: Reviewed by the appropriate users or teams.
The next step will be to apply a ruleset for the predefined approvals. The idea is that, when you have several predefined approval groups, they can be used in different ways, for different channels, and approved by different people. This will make the approval process as precise as possible when it comes to requesting it. Setting up rules will help you reach a decision that best suits the needs of the process, allowing it to be accurate and fast if needed.
A base-rule that needs to be set, to make sure there’s always a result, is to choose one of the following requirements for approval:
No rejections: no one disagreed (ok, if not everyone answers)
The first responder decides: The response from the first reviewer determines the decision.
Majority approves: When the greater number of reviewers approves.
Unanimous approval: Everyone has agreed.
Let's assume we have 5 approvers. The publication is approved if
No rejections: 0 of those 5 people disagree
First responder decides: 1 person agrees
Majority approves: 3 out of 5 people agree
Unanimous approval: all 5 people agree
Note: If you’ve chosen ‘The first responder decides,’ the option to allow reviews until the closing date will not be available, since the response from a single reviewer means that the process can be already closed.
Request Details Section
This feature allows you to add more detailed information for the reviewers, if needed, to paint a better picture. You can either choose to pre-fill the information, to speed things up, or add additional context for the reviewers if it’s a complex case that requires more information.
The closing date is an essential setting for the process, as it allows you to set a specific time for the approval to be done, so that the approval process runs smoothly, and on time. Always.
Once the settings have been defined, click on ‘Save,’ and what’s required for the approval of assets in this topic has been now created and is now visible in the Template Library settings.
Setting Approval Requirements on Templates in Your Library
Once you’ve gone through the previous steps and created approval requirements in your settings, you can move on to set them to your different templates. The approval settings will then appear when you open a new template.
Approving a Publication
When users have created their publication in the workspace, and are ready to export it to the desired location, the process naturally leads them to click the download button. Automatically, an ‘approval needed’ notice would appear. This assures that users have to undergo the compulsory approval process for that template.
This would mean that the user needs to click on the approval button on the top right-hand corner of the screen. The drop-down menu will show all the approval settings that have been created in the template library, and linked to the template the user chose.
When selecting ‘request,’ settings such as description and the closing date will appear in the approval panel. Users will be asked, in the description box, what information the reviewers might like to know in order to approve this publication.
Once everything has been filled out, the user requesting the approval will be notified on the top of the screen. They will also see the status of the approval process in the approval panel.
Creating an Approval Process in Your Projects
In case the template that the user has chosen has no approval process defined, and the user would like to run it through one, this can be done directly with the publication – using the approval button on the top right-hand corner – by clicking ‘New approval,’ starting the approval settings, but as a project. For more information about approvals in the workspace, head to the Feedback & Approval Process (for projects) help article.
The request can be visualized this way in the screen reviewer, giving them the chance to reject or approve the publication and add a comment.
Editing a Publication During an Approval Process or When Already Approved
If a user edits an already approved publication, again, approvals will be required before the user can download it. When changes are made, it’s important to start the approval process again, as many of the reviewers might not have seen the post-decision change.
If a publication gets rejected, the user receives a notification from the reviewers. The user can then adjust and re-request approvals.
Request Overview & Approval Tab
As a reviewer, you’ll be able to manage your approval requests, by going to your avatar and selecting the Requests option. This will redirect you to the page where all the requests will be located, depending on your role.
The first tab is designated to Approval Requests, where you’ll find the publications needing approval. The dashboard is equipped with all the necessary information about the design and an easy ‘approve’ or ‘reject’ button, which can also be found within the design.
When clicking on a design, you can see it in its entirety and are able to see the publication settings and status of the approval. In this view, you can also make your decision, or even click on the lower left-hand side button to decide later.
We hope you’ve found this article helpful.
If any questions are left unanswered, don't hesitate to contact us.