Ask for approval

Permissions

By default, both contributors and administrators are authorized to manage asset statuses and thus are allowed to request validation within workspaces. Administrators have this capability across all workspaces, while contributors are limited to managing asset statuses within the workspaces they have created.

Readers do not have the permission to manage asset statuses or to request validation within workspaces. However, they can view the status of assets and can be designated as validators in an approval process.

How it works

The ask for approval feature is especially designed to enhance collaborative efforts in creative projects. This feature allows users to select assets within a workspace and initiate an approval request with a simple click on "Ask for approval". By opening a user-friendly popup, team members can be designated as approvers, setting the stage for a structured validation process.

The Approval Workflow introduces the ability to create sequential validation stages, where validators are notified only after the preceding stage's approval, ensuring a systematic review process. This is particularly beneficial for managing complex projects where multiple levels of validation are required. Once the setup is complete, a "Request Approval" button sends out notifications to all designated validators, streamlining the communication flow.

Additionally, approvers have access to a dedicated validation interface that displays all media awaiting approval. They can review, approve, or reject submissions either individually or in bulk, directly from their workspace or via a notification link. This interface is equipped with tools that allow approvers to make informed decisions efficiently.

Furthermore, the system maintains a clear record of each media's approval status, visible in the workspace and detailed in the media's history. This transparency helps in tracking progress and ensures that all team members are aligned throughout the approval process. The Approval Workflow is designed to adapt to existing validation setups, making it a versatile tool for enhancing productivity and collaboration within creative teams.

Here is a detailed illustration of this workflow :

Select the assets of your choice in a workspace and click on “Ask for approval”  :

Open

In the approval popup, select workspace team members to designate them as approvers and to notify them.

You can create sequential validation stages by clicking on 'Add new steps'. Validators of each stage will only be notified after the validators from the previous stage have approved the media.

Click 'Request Approval' to send notifications  :

Open

You can create sequential validation stages by clicking on 'Add new steps'. Validators of each stage will only be notified after the validators from the previous stage have approved the media.

Click 'Request Approval' to send notifications :

Approvers receive a notification :

Approvers access an interface dedicated to validation, which contains all the media from a workspace awaiting their approval, either directly from the workspace or by clicking on the link in the notification they received. 

From here, they can review the media, approve or reject it either individually or in bulk :

From the detail view, they can review the media, approve or reject it individually :

Use your previous validation setup to expedite the process.

When a validation request is made, the media enters the 'In Approval' status. 

In each validation step, we wait for all validators to respond before automatically changing the media's status to validated or rejected (refer to the default asset workflow for more details). For multi-step validations, we notify the validators of the next step each time a validation stage is successfully completed.

A notification is sent to the requester and the owner of the workspace whenever a media is rejected.

In the workspace, the status of validations is indicated on each media, from the list :

And from the media's details, with a history of validations :