Initiate, View and Respond to Approvals

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Workstream users can route individual assets to internal and external stakeholders for approval.

This article covers how to:

Admins can use the following article to learn how to Create and Manage Approval Paths.

 

Initiate Simple Approvals:
Simple approvals allow you to send assets for one-off approvals to one or multiple users or a Team. No approval path is needed, users can simply enter the email(s) or Team name of the desired approver(s) to initiate the process.

  • From Workstream, navigate to the Project or Task details page and click the asset in the Assets section.

From Webdam, navigate to the asset you’d like to send for approval.

  • In the asset details page, click the Screen_Shot_2017-04-17_at_3.14.31_PM.png icon in the actions toolbar or Send For Approval in the asset details panel.

  • Click Simple Approval, if it’s not already selected.

  • For approvers that are Webdam users, type in their name or email address and click it once it appears in the dropdown. Add a message, if desired.

    If the approver is not a Webdam user, enter their email address.

  • You can also send simple approvals to Workstream Teams (read more about Teams). Type the Team name and click it once it appears. An approval will only be required from one person on a team, the asset will be marked approved/rejected based on the reply of the first approver. 

Note: If you send an asset for approval to a Team and individual, an approval will be needed from someone on the Team and the individual. If the individual is also on the Team, their approval will count for both the team and themselves.

  • Select the desired download/proofing permissions and reminder options.
    • Allow Downloading: Allows the approver(s) to download the asset. Once enabled, select the desired preset from the dropdown. These are the same presets that you have available when downloading an asset. (Read more about configuring image and video download presets.)

    • Allow Proofing: Allows the approver(s) to access to the proofing tool to provide more detailed feedback. 

    • Remind: Sends a reminder to the approver(s). Once enabled, set the reminder interval and check the box next to Repeat to have the reminder automatically re-sent after each interval.

  • Click Send. An email notification will be sent to each approver.
     

Initiate Approval Paths:
Workstream users can initiate an approval path. Once sent, the system will manage routing the approval through each step, sending notifications to the appropriate approver(s).

  • From Workstream, navigate to the Project or Task details page and click the asset in the Assets section.

From Webdam, navigate to the asset you’d like to send for approval.

  • On the asset details page, click the Screen_Shot_2017-04-17_at_3.14.31_PM.png icon in the actions toolbar or Send For Approval in the asset details panel.

  • Click Approval Paths and select an approval path using the drop down. Only approval paths that you have permissions to will display.

approval_path_build.png

  • Enter an optional message and click Send.

  • If any step includes prompting the requester for approver(s), you must enter the name and/or email address of the appropriate 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.
  • Click Send.

  

Respond to Approval Requests:

Once an approval is initiated, each approver will receive an email notification – immediately for simple approvals or as defined in the approval path.

  • Click View Request in your email notification or in the asset details panel.  
  • Depending on the settings configured by the requester, you can Download or Proof the asset. You can also view any comments added during other approvals or reviews.
    • To download, click the Screen_Shot_2017-04-18_at_12.56.04_PM.png icon on the top right-hand side of the screen next to the filename.

    • To proof, click View Proof

  • From the email notification or asset details page, choose which action you’d like to take:

    • green_approve.png Approve: The asset is approved with no changes required.

    • yellow_approve.png Approve with Changes: The asset is approved pending the changes requested in the comments or proofing section. The requester can make the required changes, upload a new version and update the asset status to approved.
    • red_reject.png Reject: The asset is not approved.

If you select approve with changes or reject, you must enter a comment before your response is recorded.

  • Click Submit.
  • If you Approve with Changes or Reject, you can change your response at a later time. Should you Approve an asset, the response cannot be changed as it may have triggered the next step in an approval path. In this case, you will need to contact the requester to relay any comments or request changes.

 

View an Approval Status:

Administrators and the requester can view the status of an approval request.

  • From Workstream, navigate to the Project or Task Details page and click the asset in the Assets section.

From Webdam, navigate to the asset you sent for approval.

  • On the asset details page, click View Request. You can also click the Screen_Shot_2017-04-17_at_3.14.31_PM.png icon in the actions toolbar and click View.

Clear “Approve with Changes” Status:

If a request is marked Approve with Changes, the requester should make the requested changes, upload a new version, and then approve the request.

  • From Workstream, navigate to the Project or Task Details page and click the asset in the Assets section.

From Webdam, navigate to the asset that was approved with changes.

  • Upload a new version, if necessary.
  • Click the Screen_Shot_2017-04-17_at_3.14.31_PM.png  icon in the actions toolbar and click Approve next to the approver who approved with changes.

Based on the settings of the approval path, new versions of an asset my need to start at the beginning of an approval path, restart at the current step or simply move forward to the next step.  

 

Resubmit Rejected Approvals:

If an approver rejects the approval request, the requester can make any necessary adjustments, upload a new version, and resubmit for approval.

  • From Workstream, navigate to the Project or Task Details page and click the asset in the Assets section.
  • From Webdam, navigate to the asset that was rejected.
  • Upload a new version, if necessary.

  • Click the Screen_Shot_2017-04-17_at_3.14.31_PM.png icon in the actions toolbar of the asset details page and click Resubmit next to the approver who rejected the request.


Based on the settings of the approval path, new versions of an asset my need to start at the beginning of an approval path, restart at the current step or simply move forward to the next step.  

Additional Options:
Administrators and the requester can remove, add or remind an approver or cancel approval requests.

approval-pending.png

  • From Workstream, navigate to the Project or Task Details page and click the asset in the Assets section.
  • From Webdam, navigate to the asset that was sent for approval.
  • Click the Screen_Shot_2017-04-17_at_3.14.31_PM.png icon in the actions toolbar of the asset details page.

    • To remove an approver, hover your mouse over the approver and click the x icon.

    • To add an approver, click Add approvers. 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.  
      • Add an optional message for the approver(s).

    • To remind an approver, click Send reminder and an email reminder will be sent to the approver.
    • To cancel an approval, click Cancel Approval Request.

  • Click Ok.
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