Approval of articles and branches

The publication of texts may be subject to approval by one or more other members of the editorial team.

Tip: This function is activated by Knowledge support on customer request. Editorial team members must be given appropriate permissions to create and edit.

The approval can be activated by all users who have the Approve admin role. All users who have the May approve content permission can execute releases.

Screenshot: Overview of the approval of texts


(1)	Start menu with reference to new messages	(2)	Tabs for editing approvals: My approvals, For approval, Rejected
(3)	Results list with release information; colored markings indicate the approval status	(4)	Editing approvals via the button Edit

There are three tabs for approvals in the Start menu: My approvals, For approval and Rejected. Editors can use these tabs to view and edit approval requests assigned to them or created by them. Each tab contains a list of open approvals, color-coded according to rejected (red), in progress (yellow) and completed (green).

An approval process is only triggered if a new text is created or if changes are made to the content of a text or the title of a text. Changing other parameters does not cause the text to be approved again. New or changed texts only become visible to consumers once they have been approved by all approvers. If an approval is pending, a text cannot be edited any further. If an approval is pending, it is also not possible to deactivate the setting Approval required.

If the Approval function has been activated for your Serviceware Knowledge, you must enter User group and Approver in the Approval section when creating or revising texts. Every member of the user group can release texts, but only Approverreceives an e-mail message.

You can find additional Add approver or via the symbol at the end of the line Delete. If a multi-stage approval process is selected and more than one Approver is selected, all approvers must grant approval.

Authors and approvers can add a Comment via a suggestion area. Several comments can be created and read within one approval process. The comments are only deleted when a new approval process is started for this text.

The Approver has the option of marking the text as Approved, For approval or Rejected. If For approval is selected, the text is submitted to the next approver.

You can specify that approvals are required for an entire branch. To do this, activate the checkbox Approval required in the section Approval in the branch settings. A releaser must then be specified for all texts in the branch.