Any content that is requested for approval must be reviewed and approved by the Approver through the Admin Console before it is published in your environment. The Approver receives a request notification via mail and then uses the Admin Console to review the content.
User Roles and Permissions for Content Review and Approval
| Role | Publish Access |
| System Administrator | Yes |
| Content Creator | No |
| Content Creator (with Publish access) | Yes |
| Content Approver | No |
| Publisher | Yes |
Content Review Status
| Workflow Status | Description |
| PENDING | The Workflow is waiting to be reviewed. |
| APPROVED | The Workflow has been reviewed and approved for publish. |
| REJECTED | The Workflow has been reviewed and rejected for Publish. |
Use the following steps to review the Workflow requested for approval.
1. Log in to the Admin Console.
2. Select your application.
3. Click the Publish tab from the left pane.
4. Click the ellipsis on the workflow and then click Review from the dropdown.
5. Preview the PDF format of the Workflow by clicking the Preview button.
Info:
The CHANGELOG provides information on the timing and nature of the Workflow modifications.
- Last Modified By: Shows who made the most recent changes to the Workflow and when.
- Description: Displays the name of the Workflow.
- Number of Steps: Displays the number of steps that has been modified.
- Modified Steps: Displays the step numbers that has been modified.
- Scheduling: Checks to see if the Workflow's scheduling has been enabled or disabled.
5. Once you've reviewed the Workflow, click Approve.
Note:
- Once the Workflow is approved, the Status of the Workflow changes from PENDING to APPROVED in the Admin Console as well as in the Apty Studio.
| Admin Console | Apty Studio |
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- If you have the Publish permission, you may publish the Workflow in the chosen environment through the Admin Console or the Apty Studio by selecting Publish Latest from the dropdown.
- Once the Workflow has been published, the Status of the Workflow changes from Not Published to Published in the Admin Console as well as in the Apty Studio.
To learn how to reject content and share feedback, see Review Content and Reject for Publish.
Streamlined Content Approvals
Apty simplifies the approval process by grouping multiple requests into a single email with a notes field, ensuring clearer communication and faster workflows.
What’s Changed?
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Approvers receive one email for multiple content submissions.
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Content creators receive a single email for each approval/rejection decision.
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Notes field improves communication between creators and approvers.
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Emails include direct links to the Publish section for quick actions.
How It Works
Submitting a Content Approval Request
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Navigate to the Publish Section in Apty Admin.
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Select Content:
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For a single content item: Click the vertical ellipses and “Request to Publish” or “Request to Unpublish.”
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For multiple content items: Select them from the list and use the three-dot menu to request publishing or unpublishing.
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Add Notes (Optional): A notes field appears where you can provide additional details before submitting the request.
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Send Request: Approvers receive a single email with all requested content items included.
Reviewing & Approving Content
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Access the Review Section: Approvers can see the notes provided by the content creator.
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Approve or Reject Content:
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For a single item: Click “Review” from the three-dot menu.
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For multiple items: Select the content items and choose “Approve” or “Reject.”
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Send Decision Email:
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If approved, the content creator receives an approval email.
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If rejected, an email is sent with the rejection reason (notes included).
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