--- title: "Approvals" canonical: "https://support.appfire.com/space/CDML/650153766/Approvals" format: markdown --- > Macro (aura-html) > Macro (excerpt) > > Approvals, known as content reviews, are added to a workflow state and are used to manage the review and approval of content. One or users can be assigned to undertake the approval decision ## Overview Approvals ([content reviews](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650313809)) are a crucial part of most workflows. ![image](media://e09914b9-daa8-419c-9321-538eed300d03) Approvals are characterized by a decision to **Approve** or **Reject** the content, and based on that decision, the workflow will generally transition to another state. ## Defining reviews One or more reviews can be added to a state using the `approval` macro: ```plaintext {workflow:name=Reviews} {state:Draft|submit=Review} {state} {state:Review|approved=Approved|rejected=Draft} {approval:Technical Review|assignable=true} {state} {state:Rejected} {state} {state:Approved} {state} {workflow} ``` The `approved` and `rejected` parameters on the [state macro](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649531575) determine which states to transition to if the review is **Approved** or **Rejected**. One or more [approvals can be added to each state using the visual editing tool workflow builder](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650152120). ![image](media://f2319ef9-77de-466f-9175-758c2453efff) Approvals can be added or edited for a state in the [approval editor](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650152120) in workflow builder. ![image](media://c029aa35-ca6f-45ab-8eb6-0a9998e7232f) > ℹ️ The approvals editor includes options to [edit approval reviewer assignment](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187). The approval transitions, **Approved** and **Rejected** can each be added for the state using the [transitions editor](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649923009) in workflow builder. ## Permissions > Macro (excerpt) > > By default, a user must have **[edit](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650217543)**[ or ](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650217543)**[admin](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650217543)**[ permissions](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650217543) in order to take part in a content review. > > However, if the [global app configuration](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649889951) (or the [space app configuration](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649956239)) is set to allow anyone to view **Workflow Activity and Drafts** then users with **[view](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650217543)**[ permission](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650217543), so long as they are logged in to Confluence, will be able to take part in reviews (v4.6 or later). ## Reviewers > Macro (excerpt) > > The users who make the decision to Approve or Reject are called reviewers. > > ![image](media://f3958630-daf6-480d-a862-1df2ac539ba1) > > The [settings of the ](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649694643)**[approval](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649694643)**[ macro](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649694643) determine > > - if anyone can review > - who can review > - who must undertake the review (and is pre-assigned by the workflow on transition into the content review state) > - if users are allowed to [assign reviewers](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650347935) > - and if the review is assignable you can limit who can be assigned > > All assigned reviewers must reach the same decision (all be in agreement) before the review will be considered approved or rejected. > > You can use [events](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649759655) to change this behavior, for example, to facilitate [fast-tracked rejections](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650217904). > > > ℹ️ Reviewers for each approval can be [edited in the approval editor in workflow builder](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187). ## Anyone can review > Macro (excerpt) > > You can set the approval so that Anyone (with **edit** and **view** permission) can undertake the review. > > ![image](media://77384e28-0eca-4392-b2de-0387c980a92c) > > A single reviewer decision will action the approved or rejected transition. > > > ℹ️ Reviewer assignment using workflow builder - [Anyone can approve (no restrictions)](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187/Edit+approval+reviewers#Anyone-can-approve) ![image](media://a5dc24b9-6e25-4b47-a3f0-e0deb44dc2b6) **Example workflow markup** ```plaintext {state:Draft|approved=Approved|rejected=Rejected} {approval:Review} {state} ``` ## Assignable review > Macro (excerpt) > > The approval can be set to allow one or more users to be assigned to the review. > > ![image](media://ea80387c-a1f5-496a-9b53-b82563176b17) > > Once a user is assigned, only that user can undertake the review. But additional users can be assigned if the transition has not taken place. > > ![image](media://1b08876e-cc7c-419e-9032-33183d2dc9c7) > > If more than one user has been assigned, all users must agree for a transition to occur. > > Users who have not yet undertaken a decision can be unassigned. > > > ℹ️ Reviewer assignment using workflow builder - [Limit who can approve and/or assign reviewers](https://appfire.atlassian.net/wiki/spaces/AWPD/pages/617496497) - [Users can be assigned through the UI](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187/Edit+approval+reviewers#Users-can-be-assigned-through-UI) ![image](media://8ccec615-f6a6-4d05-bebe-2c9ef7cc6d48) ![image](media://93dd63a1-0972-4d71-abd4-8b047ea84ff3) **Example workflow markup** ```plaintext {state:Draft|approved=Approved|rejected=Rejected} {approval:Review|assignable=true} {state} ``` ## Minimum reviewers > Macro (excerpt) > > You can set a minimum number of reviewers to agree on the approved decision for the transition to occur. > > ![image](media://a01675f2-a77c-4bef-b9ee-b173441595b6) > > A minimum can be required when the approval is set so > > - **anyone can approve** > - the content review is assignable > - reviewers are limited > > > ℹ️ Where applicable, the **Minimum approvals** value can be set in workflow builder when [editing the approval reviewer assignment](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187). **Example workflow markup** ```plaintext {state:Draft|approved=Approved|rejected=Rejected} {approval:Review|minimum=3} {state} ``` ## Limiting users who can be assigned > Macro (excerpt) > > You can also limit the users that can be assigned. > > This is done by making the review assignable and adding the user(s) and/or user group(s) who can be assigned. The assignable dialog box in the workflow popup only displays/searches for these specified users/members of the user group(s). > > > ℹ️ Reviewer assignment using workflow builder - [Limit who can approve and/or assign reviewers](https://appfire.atlassian.net/wiki/spaces/AWPD/pages/617496497) - [Users can be assigned through the UI](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187/Edit+approval+reviewers#Users-can-be-assigned-through-UI) **Example workflow markup** ```plaintext {state:Draft|approved=Approved|rejected=Rejected} {approval:Review|assignable=true|user=elle,suni|group=assigners} {state} ``` ## Limiting users who can review > Macro (excerpt) > > You can also simply limit users who can review. Only these users will be able to undertake the review. > > > ℹ️ Reviewer assignment using workflow builder - [Limit who can approve and/or assign reviewers](https://appfire.atlassian.net/wiki/spaces/AWPD/pages/617496497) - [Users cannot assigned through the UI](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187/Edit+approval+reviewers#Users-cannot-be-assigned-through-UI) > > > 📝 No user avatars are displayed in the workflow popup indicating who can undertake the review > > All other users simply see the **Approved** and **Rejected** options disabled (greyed out) in the workflow popup. No users can be assigned manually using the workflow popup. **Example workflow markup** ```plaintext {state:Draft|approved=Approved|rejected=Rejected} {approval:Review|user=elle,suni|group=assigners} {state} ``` ## Requiring users to undertake a review > Macro (excerpt) > > Reviewers can be mandated to undertake a review. On transition into the content review state, the user avatar will be appended to the workflow popup. > > ![image](media://7f0d7882-f270-4ada-b5bb-3328da32519a) > > All reviewers must agree for a transition to occur. > > > 📝 If the workflow reviewers are changed whilst in a state with assigned reviewers, the changes will only take effect for the content review on the next transition into that content review state. > > > ℹ️ Reviewer assignment using workflow builder - [Set users that have to approve](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120187/Edit+approval+reviewers#Set-all-the-reviewers-that-have-to-approve) ![image](media://f584d301-8342-454f-a203-e6cc7632c298) **Example workflow markup** ```plaintext {state:Draft|approved=Approved|rejected=Rejected} {approval:Review|user=&milo,simone|group=&review_leaders} {state} ``` ## Multi-group reviews In cases where more than one team of reviewers is required, rather than adding the teams to a single approval, just add more {approval} macros to the state and use a different approval for each team. You can also use [conditions](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649694110) to set the order in which the approvals in a state are undertaken. ## Credentials Reviewers can optionally be required to verify their credentials before making a review. ![image](media://50d3e0a1-cd88-4123-beaa-f745ce526a06) Each approval can be edited to require credentials for the reviewers. Global administrators can set the method of authentication. See: [Reviewer Authentication](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649890845), [Credentials prompt](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649595003), [E-Signatures,](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649661179) [E-Signatures Configuration - Global](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650347320) ## Notifications By default, assignees and page watchers will receive notifications about the review progress, and all interactions will be tracked in the [Activity Report - Content](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650119122). ## Approval reviewer roles Use the optional reviewer role feature to help inform the roles your approvers are performing. This is a more flexible method of capturing roles compared to named reviews and allows you to assign ad-hoc roles when necessary.  ![image](media://be00bf56-56ee-4352-8f81-79aa038c0f7d) To enable the addition of a reviewer role for a workflow in [workflow builder](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650151179) - open the advanced section of the [Edit approvals pane](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650152120)l - check **Enable roles** ![image](media://c0e5585d-fc57-4149-a512-c35387bf8ab4) > ℹ️ **Reviewer roles** can also be enabled in the [approval macro](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649662337) by including the `roles=true`  parameter. **Reviewer roles**, once added, are available in the dropdown option list in the** Assign reviewer **dialog box on the page or blog post. > 📝 **Clear Document Activity** will remove any added approval reviewer roles. This also removes **ALL** document activity for the page or blog post. ## Macros > Macro (contentbylabel) ## Events All aspects of the review process generate [Events](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649759655), which can be used to [Trigger](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649563178) [Actions](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649858941). Reviewer assignment events: - `pageapprovalassigned` - `newsapprovalassigned` - `approvalunassigned` Approval events: - `pageapproved` - `newsapproved` - `pagerejected` - `newsrejected` ## App configuration | Setting | Where | Notes | | --- | --- | --- | | **Workflow Activity and Drafts Visibility** | - [Configuration - Global](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649889951) - [Configuration - Space Tools](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649956239) | Who can see the workflow and draft content?
> ℹ️ If set to Everyone, then [View-only users](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650217543) can also participate in the review. | | **Page Update Reset Approval** | - [Configuration - Global](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649889951) - [Configuration - Space Tools](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649956239) | During an active review, if the content is updated should existing approvals be reset? | | **Approval Comment** | - [Configuration - Global](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649889951) | Should comments be mandatory when participating in a content review? | | **Approval – Assignee** | - [Notifications - Global](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649530054) - [Notifications - Space Tools](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650119000) | Should assigned reviewers receive email notifications about the content review? | | `.approval.minquery` | - [Advanced Configuration - Global](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649529530) | Set how many characters must be typed when searching for reviewers | ## Examples > Macro (contentbylabel) ## See also > Macro (contentbylabel) [Workflow Authoring Guide](https://appfire.atlassian.net/wiki/spaces/CDML/pages/648611901) - [States](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649595551) - [Transitions](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649563425) - [Events](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649759655) - [Roles and Permissions](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650217543) [User Guide](https://appfire.atlassian.net/wiki/spaces/CDML/pages/648907144) - [Content reviews](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650313809) - [State Status Indicator Circles](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650152863) [Reporting Guide](https://appfire.atlassian.net/wiki/spaces/CDML/pages/649070833) - [Workflow Report Macro - Approvals](https://appfire.atlassian.net/wiki/spaces/CDML/pages/650120822)