About Workflows

There are four types of Approvals available – Publish Approvals, Download Approvals, Feedback Requests, and Record File Requests.  

• Publish Approvals require responses, based on a pre-determined workflow, prior to a Resource being made available within a Folder, or record published to a Database. 
  
  
• Feedback Request can follow the same flow as above, but can be requested on any resource / record at any time, independently of them being already published or not.
  
  
• Download Approvals require responses, based on a pre-determined workflow, prior to a Resource being made available for downloading, for Users with View permissions on a Folder.  Once a Download Request has been approved, the user will receive an email with a  link to download the file.
  
  
• Record File requests apply to files added to Multi Upload Fields within a Database Record. This type of approval does not impact the publish status of the file - added files will continue to display in the field even if Declined, or Cancelled. 

Workflow settings for Feedback, Publish and Download Workflows are set either Globally, or on each Resource Folder / Database's Settings. Workflow settings for Record Files can be configured in the Form builder where the multi upload field resides.   

Users and Approvers receive email alerts to notify them of the status of each approval. 

Users and Approvers have access to an Approvals section on the Navigation Menu, to track the status of each active request, and to track the history of all prior approvals.

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Grouped Approvals

Resource Download, Resource Publish, and Record File Approval Requests can be configured for Grouped Approvals, which will group items requested at the same time into a Grouped Request. This allows requesters to more easily keep track of overall progress of their requests, as well as allowing reviewers to review these grouped items together. Click here to read more about Grouped Approvals.

Bulk Review Requests

Resource and Record File Workflows can be configured to allow reviewers to select multiple items that relate to the same Workflow to review together at once. Additionally this can be extended to allow cross-workflow bulk reviewing, allowing reviewers to choose items from any Workflow that is enabled for Bulk Review together for easy reviewing. Click here to read more about Bulk Review Requests. 

Related:

Workflows & Approvals - Basics 

Navigating your Approval Request List 

Grouped Approval Requests

Bulk Review Requests