CMS for administrators > Managing approval sequences

Managing content approval sequences (Beta)

This feature is released as a Beta feature, which means that it is under development.

Using content approvals in Episerver CMS is a way to make sure that content is reviewed and approved before it is published. If content approvals have been defined for an item, the editor cannot publish it but has to set it as Ready for review. One or more appointed reviewers must then approve the content item before it can be published. The reviewers are defined by an administrator in an approval sequence. For a more detailed description of content approvals from an editor's perspective, see the Content approvals (Beta) section.

You define an approval sequence for a specific item in the page tree. You can then choose to let the item's children inherit the approval sequence, create a new approval sequence for the children or disable approval sequences for the children.

The approval sequence overview is opened from the context menu in the page tree:

In the approval sequence overview, you define the number of approval steps, you can have as many as you like, and also the persons responsible for review and approval in each of the steps.

If you are working with a multi-language site, you can define different approvers for the different languages in each step. Each language must have at least one approver, but it is recommended to have at least two approvers per language. You can view how the approval sequence is defined for all languages or for each language individually by using the Display sequence for [language] drop-down list.

Setting up an approval sequence

Setting up an approval sequence (single language website)

This section describes how to set up an approval sequence for one language. If your website uses multiple languages, see Setting up an approval sequence on a multiple languages website.

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  1. Open the approval sequence overview from an item's context menu.
  2. In the first step, type the first letter of the approver's name. Select the approver from the list of suggestions.
  3. Add at least one more approver to the step. You should always have at least two approvers in each step, in case one of the reviewers is unable to review and approve.
  4. Optional: Click Untitled Step to rename the step to something more descriptive, for example Product marketing or ISO compliance review.
  5. Optional: To add more steps to the approval sequence, click the add button: Episerver image.
  6. Click Save.

Setting up an approval sequence for children items

When you have defined an approval sequence for an item, you can define if its children have to be approved or not.

  1. Open the approval sequence overview from a child item's context menu.
  2. Depending on how you want to set up the item's approval sequence, select one of the three radio buttons:
  • Enabled. This setting lets you edit and define the approval sequence any way you what. The approval sequence is not connected to the parent item's approval sequence. Set up the sequence in the same manner as described in the section above.
  • Inherited. This setting locks the approval sequence for the current item and it gets whatever settings its parent has. If the parent item's approval sequence is changed, so is the approval sequence for the current item.
  • Disabled. This setting disables the approval sequence for the item and it does not have to be approved.

Inherited is set by default, so if you do not define an approval sequence for an item's children, they automatically get the same approval sequence as the parent.

Setting up an approval sequence on a multiple languages website

  1. Open the approval sequence overview from an item's context menu.
  2. In the first step, type the first letter of the approver's name. Select the approver from the list of suggestions.
  3. Click the Episerver image icon and select the languages the approver should be able to approve in the Select Language drop-down list. An approver can approve content in one, several, or all languages.

    There is a difference between selecting Any language and selecting all languages one by one. If you select Any language, the approver can approve an item in any language it exists in, which also includes any new languages you may add in the future. If you select all available languages one by one, these are the only languages the approver can approve content in. If you add a new language in the future, the approver does not have the rights to approve in that language.

  4. Add at least one more approver to the step. You should always have at least two approvers per language in each step, in case one of the reviewers is unable to review and approve.
  5. Optional: Click Untitled Step to rename the step to something more descriptive, for example Product marketing or ISO compliance review.
  6. Optional: To add more steps to the approval sequence, click the add button: Episerver image.
  7. Click Save.

Editing an approval sequence

Open the approval sequence from the content item's context menu and make sure that the Enabled radio button is selected. Edit and save the approval sequence as described in Setting up an approval sequence. Note that if the selected content item has children that are set as Inherited, they will inherit all changes.

Approving and cancelling approval sequences

As an administrator, you have the right to approve the entire approval sequence in one go, and to cancel a review request. You do that from the Options button.

Deleting an approval sequence

You cannot delete an approval sequence but you can disable it. Open the approval sequence from the item's context menu and select Disabled. The item can now be published immediately and does not have to be approved. Note that if the selected content item has children that are set as Inherited, these children do not have to be approved either.

(Coming feature: Using notifications

The defined approvers can get notifications in the user interface and by email notifying them of the requested approvals. For the notifications in the user interface to be instantly displayed, your web server needs to have WebSocket support enabled. See WebSocket support on Episerver World. For the email notifications to work, you need to configure your SMTP server with a from address. See Configuring your email server on Episerver World.)

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Episerver User Guide 16-9 | Released: 2016-12-15 | © Episerver 2016 | Send feedback to us