---
title: "Edit approvals"
canonical: "https://support.appfire.com/space/CDML/650152120/Edit%20approvals"
format: markdown
---
> Macro (aura-html)


## Overview

One or more approvals can be added to a state, or an existing approval edited, using the **approvals editor** in workflow builder.

![Workflow builder - Approvals editor - Edit an approval](media://8e17a4f5-35d9-4248-8b46-4e019553a804)

The **approvals editor **lets you add or edit the following for each approval:

- **Name**
- **Description**
- **Condition(s**) for approval to be active
- Configure **Reviewers** and the way they are assigned
- Enable the addition of **reviewer roles** for the assignment of reviewers
- Set requirements for **reviewer credentials**
- Customize the approval decision button labels displayed in the workflow state dialog box

Once an approval is added to a state, the approval **Approve** and **Reject** transitions can be added and edited using the [transitions editor](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649923009).

## Approvals in the workflow builder

A workflow state with one or more approvals added is displayed in the workflow panel with a tick.

![workflowbuilder_workflowpanel_MySimpleApproval.png](media://27384014-337e-4b10-8436-489cec567bbb)

Select a state to open the state panel and view the number of approvals in the state.

![State panel - Number of Approvals in Review state](media://c7c3e07b-b212-4efd-9ad7-cafa07246c4a)

If approval transitions are added, they are listed in the **Transitions**.

Choose **Approvals** to view a list of the added approvals and their names.

![workflowbuilder_statepanel_approvals_approval.png](media://b8d53bdc-5f60-4d1b-a1a1-c0973ad9cc94)

An icon can be appended to the approval to indicate how the reviewers are managed. For example, the **Approve **approval** **above lets an editor manually assign reviewers using the workflow state dialog box.

> ℹ️ A state can have one or more approvals. These can be configured separately, for example, with different reviewers, but, by default, all added approvals must be completed for the **Approve **or **Reject** transition to occur.

## Add an approval

To add an approval to an existing state, in the state panel:

- Choose **Approvals** or the related **+ add** option

![State panel - No approvals added](media://656ff42d-f1a5-4c5e-b67e-0f609206c7ab)

> ℹ️ An existing approval can be edited by choosing **Approvals** and selecting the approval name to open the **approvals editor**.

You can now configure the approval in the approvals editor:

![Approvals editor - Add approval dialog box](media://77fd2bd4-ae30-4786-94b9-8146a8f9b904)

Add details for the approval

- name
- description

When the page or blog post is in the workflow state, the approval name and the description are displayed in the workflow state dialog box for users with **edit** permission. 

> 📝 An **Approved** or **Rejected** transition can only be added after at least one approval has been added to the state.

### Reviewers

By default, the approval is configured to allow anyone with Confluence view and edit permission for the document to undertake the approval, with a single reviewer decision causing an approval transition.

You can choose to **Limit who can approve and/or assign**. Additional options are displayed for the selected limitation, and you can configure users who can review, assign, and cannot undertake the review.

![Approvals editor - Reviewers - Limit reviewers - Cannot be assigned - User and group options](media://39140c81-8766-4ec3-a81b-5dce60cfe554)

You can also mandate the reviewers who must undertake the approval by selecting the **Set all reviewers that have to approve** option.

A number of **Minimum approvals** can be set. This is applied for each reviewer option.

![Approvals editor - Minimum approvals setting](media://415a1b89-ffa0-410f-89df-ecbbd66f61de)

You can set the number of reviewer decisions that must be undertaken and agreed upon for an approval transition. For example, when anyone can approve, setting this value to 2 requires at least two reviewers to agree on the decision.

See: [https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187) 

### Advanced options

Under the **Advanced **options, you can

- Set the requirement for user **credentials** to be added before the approval decision buttons are made active
- Customize the approval **decision action labels **displayed in the workflow state dialog box
- Set a workflow **condition** that must be met for the approval to be active
- **Remember reviewers** and add for approvals with the same name in the workflow
- Enable the addition of descriptive **roles** when assigning a reviewer

![workflowbuilder-approvalseditor_advancedoptions_extract.png](media://a34432be-a323-444b-8d2f-dc3fbdd773bc)

#### Credentials

> Macro (excerpt)
> 
> Each approval can be set to require user authentication. This option can be used as part of compliance or security policies.
> 
> Open the **Advanced** dropdown options.
> 
> ![image](media://c5c09d77-8cc6-4935-8bb8-873ef896973e)
> 
> User authentication (or [e-signature](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649757622)) for the reviewer can be set to require either:
> 
> - a password
> - a username and password
> 
> Users will see the [credentials prompt ](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649595003)in the workflow state dialog box if identity authentication is required for the reviewer.
> 
> ![image](media://d70fa90d-8d98-41ab-932c-e10488a4cc3c)
> 
> The **Approve** and **Reject** buttons in the workflow state dialog box are disabled until the user credentials are added. The credentials are validated when the user makes an approval decision.
> 
> > 📝 A [global administrator](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649889951) can set the default credentials required for approvals in a workflow in the instance.

In the workflow builder, the approval name is appended with a padlock icon to indicate that credentials are required.

![image](media://7e38658c-c70d-4226-afe2-553aec86931e)

#### Custom action labels

Add text values to customize the approve and reject button options displayed in the workflow state dialog box.

![workflowbuilder_approvaleditor_setcustomactionlabels.png](media://f3c2fa39-2fd3-49ed-8095-168cb2d4ab27)

#### Conditions

Set a workflow condition, such **haslabel**, that must be met before the approval is active in the workflow state dialog box. 

![workflowbuilder_approvaleditor_condition_added_haslabel.png](media://2b2bd3e2-8bcd-4de8-b450-08cf4bd9ba81)

When a condition is added, an option to add a further condition is displayed. All added conditions must be met.

You check **Invert** for each condition, to make the approval active as long as the condition value is not true.

#### Remember reviewers

> Macro (excerpt)
> 
> The reviewers assigned to an approval can be stored and automatically assigned to the next occurrence of the current approval. These are **sticky reviewers**.
> 
> Check the **Remember reviewers** option.
> 
> ![Approvals editor - Remember reviewers option - unchecked](media://211041fe-4912-4522-bc76-06e86e4113b7)
> 
> If the workflow returns to the current state, any reviewers who undertook the approval are automatically assigned to the named approval.
> 
> > ✅ When the **Remember reviewers** option is checked, it also assigns the reviewers from this approval to other approvals with the same name in other states in the workflow.

#### Enable roles

> Macro (excerpt)
> 
> You can check the **Enable Roles** option to let an assigner add a [reviewer role](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649859574) when assigning a reviewer in the workflow state dialog box.
> 
> ![Approvals editor - Enable Roles option - Checked](media://1aac9732-fd2e-45ec-a9ab-320b6f3077c7)
> 
> After a user is selected, the option to add a reviewer role is displayed in the **Assign** dialog box on the page.
> 
> ![Assign dialog box - Add a role for an assignee](media://e0eb2695-09d4-439a-bceb-3ccee2e6aed8)
> 
> > ℹ️ Once added, assignee role names are retained in the workflow and are available in a role dropdown menu for all role-enabled approvals in the workflow.
> 
> Assignee roles are displayed as a lozenge in the workflow state dialog box when the assignee views the page. 
> 
> ![Workflow state dialog box - Reviewer assigned with displayed  lozenge for their role](media://742d31de-fbde-4c73-91d4-f450ab582e90)

To add the approval to the current state, choose the **Add** button in the **Add approval** editor.

> 📝 You must at least add a name for the new approval to enable the **Add** button. When adding multiple approvals to a state, each approval must have a unique name in that state. However, you can use the same approval name in different states.

## Who can assign reviewers?

By default, any user with edit permission for the page can assign a user as a reviewer for an assignable approval. You can limit who can assign reviewers when the reviewer option is set as one of the following:

- **Users can be assigned through UI**
- **Users must be assigned to approve**
- **Only one user must be assigned to approve**

Add one or more values to the following options to limit who can assign reviewers:

- **Users who can assign reviewers**
- **Groups who can assign reviewers**

![Approvals editor - Limit approvers by requiring assignment, and limit assigners to selected users and groups](media://a7be0575-1002-45ec-83d3-eb32f2a15d1f)

> ℹ️ The added values for who can assign are retained if the assignable option is changed.

Check **Invert** for each option to prevent added users or members of the added groups from assigning reviewers.

## Related pages

- [https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187)
- [https://appfire.atlassian.net/wiki/spaces/CDML/pages/2256306838](https://appfire.atlassian.net/wiki/spaces/CDML/pages/2256306838)
- [https://appfire.atlassian.net/wiki/spaces/CDML/pages/2256470336](https://appfire.atlassian.net/wiki/spaces/CDML/pages/2256470336)
- [https://appfire.atlassian.net/wiki/spaces/CDML/pages/2255947148](https://appfire.atlassian.net/wiki/spaces/CDML/pages/2255947148)