Setting Up Collection Approval

If you require a collection to be approved, only the following users have permission to create or edit a collection and can approve a change to a collection.

a member of the Administrators group

users to whom the Collection Approver role has been assigned and who have permission to work with the collection

users to whom the Folder User Admin role has been assigned and who have permission to work with the collection

You can set up an approval system for any collection. As with a content approval chain, you specify users to approve changes to a collection before it can be published.

• While content can have a chain of approvers, a collection has a list of approvers. Any collection approver can publish or decline changes for a collection.
• While content approval is folder-specific, collection approval is not. Once set up, collection approval affects the collection to which it was assigned, regardless of its folder.
• If a user who is not an approver tries to delete a collection, that action also requires approval.

Only administrators or users to whom the folder-admin role has been assigned see the Approval is Required checkbox on the Add and Edit Collection screens.

What Happens when Someone Submit Changes to a Collection

Whenever anyone changes a collection that requires approval (by adding or removing content items), the toolbar on the View Collection Screen changes, as shown below.

By default, you only see approved collection items. To see unapproved items, click View Stage ().

After changing a collection's contents, if a user has permission to edit collections but not approve changes, he sees the following toolbar.

That user should click Submit(). This action triggers an email notification to all approval users for the collection. It also changes the collection’s status to checked out. No other users can edit it in this status.

A user with permission to approve changes sees the toolbar below after clicking View Stage ().

If the user clicks Publish (), the new version of the collection is published to your Web site.

Any user with permission to edit a collection can go to the screen and click Undo Checkout ( ) any time before the approval. In this case, the submitted changes are deleted, and the collection reverts to its original state.