About Workflows & Approvals

There are three types of Workflows available – Publish Approvals, Download Approvals and Feedback Requests.  

Publish Approvals

Publish Approvals can be applied on a Folder for your Resources, or on a Database or Survey on your platform, when approval is required on an item before it is officially published to the platform.

Feedback Requests

Feedback Request can also be applied on a Folder for your Resources, or on a Database or Survey, and can be requested on any item at any time, independently of them being already published or not.

Click here to read more about requesting feedback on a resource.

Download Approvals

Download Approvals apply only to Resources.

These apply to users with Preview permission to a Resource who have to request to be allowed to download the item. You can capture information in this request, such as why it is needed, until when, and what it will be used for, which will all be auditable data stored on the platform against this item.

You can read more about Download Approvals here, and how to set up Grouped Download Approvals here.

Workflow Permissions

Permissions can be enabled for User Groups in Admin > Groups.

A group or user with Access permission on the Workflow module will be able to view all Requests in their Workflow Request List.

A group or user with Admin permission on the Workflow module will additionally be able to respond to any request (including to override all required responses and provide a definitive Approve or Decline response and Complete the Request at that time.)

A group or user with no permission to this module will still see requests they have been either a requester or submitter on.

* Please note that some of the terms used above such as Workflows & Approvals are customisable and may appear differently in your platform.