You can specify someone to approve all documents created in the space before they can be published and made visible to other people. With a space approver set, people will still be able to create new documents. Instead of being able to publish the document right away, however, they'll be able to "Submit for approval."
You specify space approvers in the admin console as a setting for each space. For information on moderation, see Moderating Content.
Admin Console: Spaces > Settings > Document Settings
Setting Space Approvers
To set space approvers, type an approver's application username in the Add User box. You can also browse for users with the user picker. You can add more than one approver.
How Space Approval Works
- Someone creates a document in the space.
- Rather than being able to publish the document, the person will click a "Send for approval" button. Once they do, the document will go into an approval queue. The document isn't actually sent somewhere, but is marked for approval by the application.
- The space approver will know when something needs their attention by the
highlighted color of their Your Stuff menu. The Items Awaiting
Approval command will show the number of documents awaiting their
approval, as shown here:
- The link will take the approver to a Pending Approvals page on their profile. This page lists documents awaiting approval.
- The approver can view the document, approve it, or decline approval. If they approve it (and if all other approvers approve it), it will be published. If they decline approval, they can enter an explanation for declining and the document will be sent back to the author as a draft. The author can edit and resubmit the document if they want to.
Note that a document can also have document-level approvers who've been designated through its Manage Collaboration page. All approvers must approve before a document is published.