Setting up document approver in space

With a space approver assigned, users submit a document for approval before it is published.

Fastpath: Admin Console: Spaces > Settings > Document Settings

You can specify someone to approve all documents created in a space before the documents can be published and made visible to other users. The space approvers are set in the Admin Console as a setting for each space.

Note: A space approver only approves documents in a space. If you want to control more than documents, use the moderation feature. For more information, see Moderation.

Setting up space approvers

To add a space approver:

  1. In the Admin Console, go to Admin Console: Spaces > Settings > Document Settings.
  2. Click change space, and select the space where you want to add the approver.
  3. In Add User, enter the user name.

    You can also browse for users by using the Select People dialog box.

  4. Click Save Changes.

The user is added as the document approver of the space. You can add more approvers as required.

How space approval works

  1. A user creates a document in the space.
  2. The user clicks Send for approval, and the document goes into an approval queue. The document isn't actually sent anywhere but is marked for approval by the application.
  3. The approver is alerted in their Inbox that something needs approval.
  4. The approver can view the document, and then approve or reject it.
    • If they approve it (and if all other approvers approve it), the document is published.
      Note: All approvers must approve before the document is published.
    • If they reject it, they can enter an explanation, and the document is sent back to the author as a draft. The author then can edit and resubmit the document.

Note that a document can also have document-level approvers designated by the author when creating the document. For more information, see Document approval in the User Guide.