Approval workflow

The workflow screen allows you to view, add to, and update the list of created workflows.

Approval workflow list

Accessing the screen

In the left sidebar menu, click [Operation] -> [Approval workflow].

Field descriptions

Field	Description
ID	Unique ID of the workflow (automatically assigned).
Status	"Enabled" or "disabled".
Name	Name of the workflow.
Updated on	Update date and time of workflow.

Batch actions

You can perform the following batch actions by selecting multiple workflows using the checkboxes in the left-most column.

Button	Description
Enable	Enables the selected workflows.
Disable	Disables the selected workflows.
Delete	Deletes the selected workflows.

Approval workflow editor - Basic settings

Accessing the screen

In the left sidebar menu, click [Operation] -> [Approval workflow].

On the workflow list screen, click the name of the workflow you want to edit.

Item descriptions

Basic settings

Item	Description
Name	Name of the workflow. Enable or disable the workflow by selecting the corresponding radio button. Disabled workflows cannot be used.
Status	Status of the workflow.
E-mail notification	Option to receive an e-mail notification when content is approved or rejected. Don't notify: You will not receive notifications. Notify: If you select this option, specify the recipient e-mail address(es) in the field below. For multiple recipients, enter each address on a new line.
Restriction	Select the user group(s) allowed to both approve and request workflows. This is different from the [Permission Settings] for groups. [No selection]: All editors of the target content are allowed to use this function.

Target content(s)

Item	Description
Content(s)	Select the contents you want to use the workflow for.

Application Preview Site

Item

Description

Preview site synchronization settings

Select how the submitted content is reflected on the preview site(s). [Always apply changes to the preview site upon submission.]: The submitted content is reflected on the preview sites upon application and upon approval of each phase. [Set the preview site to be reflected for each workflow]: Set the preview site(s) to reflect the submitted content for each approver group on the [Flow settings] tab. See Approval workflow editor - Flow settings for details. [Do not reflect on the preview site]: The submitted content is not reflected on any preview site.

info

See Setting up a Subsite as a Preview Site for how to set up a preview site.

Approver Settings

Item	Description
Allow self-approval by applicant	If disabled, users will not be able to approve workflows they have submitted themselves.
Allow applicant withdrawal	If enabled, applicants can withdraw their own pending workflow requests. See Withdraw for details.
Allow rejection to intermediate phase	If enabled, approvers can send content back to an intermediate approval phase, not just the beginning of the workflow. See Reject for details.
Allow rejection to another workflow	If enabled, approvers can send content back to a different workflow instead of the current one. See Reject for details.

E-mail settings

Field	Description
Subject	Subject line for the workflow request message.
Body	Body text of the request message.

Actions

Button	Description
Update	Applies the changes made in the [Basic settings] tab.
Delete	Deletes the current workflow.

Approval workflow editor - Flow settings

Accessing the screen

In the left sidebar menu, click [Operation] -> [Approval workflow].

On the workflow list screen, click the name of the workflow you want to edit.

On the workflow editor screen, click the [Flow settings] tab.

Item descriptions

Item/Button	Description
Approver group name	Display name when the workflow is selected on the content editor screen.
Delete group	Deletes the approver group.
Application Preview Site	Select the preview site(s) to reflect the submitted content for each approver group. The submitted content is reflected on the selected preview site(s) when the application reaches the corresponding approver group. This item is displayed only when [Set the preview site to be reflected for each workflow] is selected under [Preview site synchronization settings] on the [Basic settings] tab.
One-time URL	When checked, the {$onetime_link} will be assigned to the approval request email, and a tmporary member will be added.
Approver settings	Specify the approver(s). Group: All members of the group are allowed to approve the workflow. Member: Only the selected member can approve the workflow. Custom member filter: Members matching the custom member filter can approve the workflow.
E-mail notification	Enabling this option sends a notification e-mail to the approver(s) when content has been configured and updated via the workflow.
Delete	Deletes the current approver settings.
Add	Adds a new approver to the corresponding approver group.
Add group	Adds a new approver group.
Update	Applies the changes made in the [Flow settings] tab.

Actions on pending approval data

When an application is submitted from the editor screen of a target content, pending approval data is created. On the pending approval data screen, the following actions are available depending on the workflow settings.

Approve

When an approver clicks [Approve], the approval of the current phase is completed. When all phases configured in the flow settings are approved, the submitted content is applied.

Reject

When an approver clicks [Reject], the application is rejected.

If both [Allow rejection to intermediate phase] and [Allow rejection to another workflow] are disabled on the [Basic settings] tab, the application is sent back to the applicant. If either of them is enabled, the [Select rejection destination] dialog is displayed, and the approver can select one of the following destinations.

Item	Description
Applicant	Sends the application back to the applicant.
Select a phase to reject to	Sends the application back to a selected intermediate approval phase. Available when [Allow rejection to intermediate phase] is enabled and there is an intermediate phase to reject to.
Move to another workflow	Rejects the application and re-processes it in another workflow. Available when [Allow rejection to another workflow] is enabled and there is a workflow to move to.

Withdraw

When [Allow applicant withdrawal] is enabled on the [Basic settings] tab, the [Withdraw] button is displayed on the pending approval data screen. The applicant can withdraw their own application by clicking [Withdraw].

When an application is withdrawn, the following notifications and processes are performed:

• The application is withdrawn, and the submitted content remains as draft data.
• The "Notice of withdrawal" e-mail is sent to the approvers with e-mail notification enabled in the current approval phase, and to the e-mail addresses configured under [E-mail notification] on the [Basic settings] tab.
• The "After withdrawing approval workflow application" trigger is executed. See List of triggers and variables available for custom functions for details.

Related documents

• How to use Approval Workflow
• Scheduling updates for published contents
• Setting up a Subsite as a Preview Site