Approvals

The approval process allows you to invite one or more users to read and approve a specific smartpage. The invitation to approve will be sent to the users in question via a notification email, and the responsible people can also track the entire progress, i.e. how many users have already approved the page and when. More detailed information on the approval process can be found in the Overviews section.

How to enable the Approval feature on a smartpage

Go to the smartpage that you need to approve by one(s) of the other users.
Switch to edit mode.
In the right column of the page, toggle the Request Approval button to the on position.
In the pop-up window, select the approving users to whom the approval request will be sent.
You may also add Message for Approvers if necessary in case you need to specify your request to them.
Save your approval settings using the Save button.
Publish the smartpage.

Once the smartpage is published, the approval request will be sent out to the selected approvers in email form and the page will also show up on their home page under the Waiting for Approval tab.

Preview of the Waiting for approval button on the home page

Detailed instructions for setting up approvals on a smartpage

1) Find Request approval button in edit mode.

2) A pop-up window will appear where you select the approver and type a message.

3) After completing the approval settings, use the Save button in the bottom right corner.

How to add additional approvers to an already submitted request

In case you want to add additional approvers to an already submitted request, you need to go to the edit mode on the smartpage and click on Show Approvals in the right column of the page to go to the pop-up window to set the approval. From there you can add and edit approvers.

Example of adding additional approvers to an already submitted approval request

Users are not approving. How to ask them again?

You do not need to republish the smartpage to request approval again. Just go to the Show approvals button on that smartpage and select Call for Approval.

Alternatively, you can also request re-approval in the Overviews section. There, you must select the approval you wish to remind the approvers of by clicking the circle in the right-hand approval section and selecting Call for Approval in the right-hand column.

Example of the Approval Status display on a smartpage - switch to Overviews = Approval overview button, to request approval again click Call for approval button (bottom right)

Preview of the Overviews section

Overviews section options within the approval

The Overviews section provides you with the ability to find all sent out approval requests and their details in one place. Not only can you re-request approvals from users who have not yet approved smartpages for approval, but you can see the detailed status of each approval without having to find the smartpage in the structure.

Users can also post notes to their approval/disapproval while approving, which you can also view in Overviews. There you can see exactly the details: when the request was received, when the user approved/disapproved, the note.

Among other things, the Reports section also allows you to export all approvals to an .xlsx spreadsheet. You can do this by clicking Export in the right column of the page.

Example of a note in Overviews (center), Export and Call for approval buttons (right)

Tutorial

What can you learn?

00:15 - How to activate and set up approvals
01:43 - Where to track approval status, re-requesting
02:19 - Adding more approvers
03:05 - Complete overview of approval requests
03:55 - Approvals from a standard user's / approver's perspective
05:10 - Setting up repeated approval request notifications