You can designate an approver for any document before you publish it, or a community
administrator may designate an approver for a space, so that all documents must be approved
before they are published.
Note: A space approver only approves documents. If you want to set approval on more than documents, use
the Moderation feature if your community supports it.
Assigning a Document Approver for a Space
Community administrators can designate a document approver for a space so that all documents
created in the space must be approved before they are published. To set up a space approver,
see Setting a
Add a Document Approver to a Single Document
You can designate an approver for a document when you are creating it or after you have saved
it, but not published it. While you're editing the document, click the Advanced
Options link. Under Require approval before
publication, enter the name of the person you want to approve the document. You
can also click Select People to browse for the person's name.
Note: If the place that contains your document has moderation enabled (if your community supports it), then the approver(s) must
approve the content before it will be sent to the moderator's queue.
What happens when I submit a document for approval?
When someone has been assigned a space approver role, documents created in the space are
submitted for approval before they are published in the community. If moderation is also
enabled for documents in the containing space, then new documents must be approved before
they're sent to the moderation queue.
After submitting a document for approval, the document page will display a status box
showing you a list of people who must approve. (While awaiting approval, you can see the
document in your Drafts by going to Content > Drafts).
If the approver rejects the document, they're prompted to include a message to go with
their rejection. That message is added to the document's Author Discussion area, where
comments go under the document's content. A rejected document must be resubmitted (by anyone who can edit
the document) for approval before it can be published.
If there are multiple approvers, all of them must approve a document before it can be
published. After the last person approves the document, it is automatically published (or
submitted for moderation if moderation is enabled in the containing space).