Create and Manage Approval Paths

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Approval paths allow admins to build multi-step approval processes that automatically route assets from one approver (or group of approvers) to the next.

This article covers how to:

Use the following article to learn how to Initiate, View and Respond to Approvals.

 

Create Approval Paths:

  • Log in to Workstream and click Manage in the secondary navigation.
  • Click Approval Paths.
  • Click + New Approval Path in the upper right-hand corner and give your approval path a name.
  • To create the first step, click Add one and enter the step name.

Screen_Shot_2017-04-17_at_4.23.00_PM.png

 

Set the Approver(s)

  • Asset’s original uploader: The approval request will be sent to the user who uploaded the asset.
  • Prompt Requester for approver(s): The requester can enter the name and/or email address of the approver(s) when they initiate the request. 

This option is often selected if the approvers change each time the path is used, such as working with different clients or partners, or if the approvers can’t be identified until the asset is ready for approval.

  • Identify approver(s) now: Enter the desired approver(s).
    • If the approver is a Webdam user, type in their name or email address and click it once it appears in the dropdown.
    • If the approver is not a Webdam user, enter their email address.  
  • Approver Style: If you select prompt requester for approver(s) or identify approver(s) now (with more than one approver listed), you must select the approver style:

 

    • Approval is required from all: All approvers in this step must approve the asset for it to move to the next step.
    • First response wins: Only one approval is needed for the asset to move to the next step. If an approver selects Reject or Approve with changes, the asset won’t move to the next step until it meets the requirements to be approved in the current step.
  • Check the appropriate box(es) to enable Permissions:
    • Approver can view comments: Allows the approver(s) to view the comments made by other users, including comments made in previous approval steps.

    • Approver can proof: Allows the approver(s) to access to the proofing tool to provide more detailed feedback. (Read more about proofing.)

    • Approver can download: Allows the approver(s) to download the asset.

  • Toggle the slider to enable the additional settings:
    • Remind: Sends a reminder to the approver(s) after an interval a time. Select Repeat to send a recurring reminder using the set interval of time.

    • Escalate: Escalates the approval to another reviewer if no response is given after a set interval of time. If a reminder is enabled, the interval of time chosen to escalate an asset must be greater than the interval of time selected for the reminder (ex. if you send a reminder in two days, the escalation interval must be set at three days or longer.)

    • Auto Decide: If no response is given after the selected interval of time, the asset will automatically be marked as approved or denied. The interval selected in this step must be longer than the interval(s) selected in the Remind and Escalate settings, if enabled.
  • Click +Add a step in the left-hand side of the screen to add additional steps. The system auto-saves actions as you create new steps.

 

Advanced Settings:

  • Click Advanced Settings at the bottom left-hand side of the approval path page.

approval_adv_settings_.png

  • Who can use this path: Select which Workstream groups can use this approval path. By default, any Workstream user can use a newly created approval path. To limit access, toggle the slider to the left and select the Workstream group(s) that should have access.
  • When a new version of an asset is uploaded: Choose what happens when a new version of an asset is uploaded.

    • Restart approval process from beginning if a new approval is required from every step of the approval path. 
    • Restart current step if a new approval is required starting from the current step in the approval path. If selected, the user who rejected the asset will receive an email to re-approve.

    • Do nothing if the new version can continue through the approval process. The requester can also manually resubmit the approval.

  • Check the box next to Upon final approval to automatically activate assets once they have been approved by all steps.
  • Click Save after you’ve configured all steps.
  • To Enable an Approval Path, toggle the slider next to the path name to the right. By default, newly created approval paths are disabled.

 

Edit Approval Paths:

  • Log in to Workstream and click Manage on the secondary navigation.
  • Click Approval Paths.
  • Click the approval path you’d like to update then click Edit next to the approval path name.

    You can also click the kabob_small.png icon that appears when you hover your mouse over an approval path name and select Edit.

Screen_Shot_2017-04-19_at_1.52.22_PM.png

 

Duplicate or Delete Approval Paths

  • Log in to Workstream and click Manage on the secondary navigation.
  • Click Approval Paths.
  • Click the kabob_small.png  icon.
  • Select Duplicate to make a copy of the approval path or Delete to delete the approval path.
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