Document approval

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 approves only documents. If you want to set approval on more than documents, use the Moderation feature if your community supports it.

Assigning document approvers for spaces

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. For more information on setting up space approvers, see Setting up document approver in space in the Community Manager Guide.

Adding document approver to 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. To add an approver to a single document:

  1. While you're editing the document, click Advanced Options.
  2. 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 approvers must approve the content before it is sent to the moderator's queue.

What happens when I submit a document for approval?

  1. While awaiting approval, you can see the document in your Drafts by going to Content > Drafts.
  2. 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.
  3. 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.
  4. 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).