Setting a Pages library to require approval for publishing

By default libraries in a site or subsite are not set to require approval for publishing which means that any one in the site members or owners group can edit pages and publish them directly.  If it is decided that an approval be required before a new page or changed page can be published, follow this procedure.

1. Navigate to the pages library and access the library settings by activating the Library tab of the ribbon and selecting 'Library Settings'.

2. On the settings page, select 'Versioning Settings'

3. In the top section 'Content approval' select 'Yes' to require content approval for submitted items.

4. Scroll to the bottom of the page and select 'Ok' to save the change.

RESULT

This library will now offer a 'Submit' Button rather than a 'Publish' button in the 'Publish' tab of a page that has been created or changed.

The editor will get a workflow starting screen similar to this:

Clicking 'Start' will begin the approval workflow.

Members of the 'Approvers' group will receive notice of a pending approval via email.  The email will contain a link to the page requiring approval.

When the approver clicks on the link, they will be taken to the page and the 'Publish' tab will offer the shown options.  The approver may Cancel the approval, Approve the page, resulting in the page being published live, Reject the page causing a message to be sent back to the author with the approver's notes.  In advanced scenarios, the approver may start a secondary workflow, see the status of the page and view tasks associated with the page approval workflow.  Approve and Reject are the two most commonly used features here.

If the request is rejected, the approver is given the opportunity to make notes to the author that will be delivered via email so the author can make necessary adjustments and request another publishing approval.

 

Still have questions?  

You can:

• Search the Knowledge Base for what you are looking for: 

• You can find more articles in the V4.x Article Index or the V4 support articles page
• You can submit a question to the Oregon E-Government Service Desk