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. This means that site members or owners can edit pages and publish them directly. However, if your agency requires approval before a new or updated page can be published, follow the steps below.

Enabling Versioning and Content Approval

• Access the library settings by selecting the 'Library' tab of the ribbon and click 'Library Settings'.

• Select 'General settings' > 'Versioning Settings'

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

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

 

Approval Workflow

Now that the approval workflow is configured, the following steps are required in order to publish new pages or make changes to existing ones:

Editor workflow

• After enabling content approval, the library will display a Submit button in the Publish tab for newly created or modified pages.

• When a page is submitted for approval, the editor will see a workflow screen similar to the image below:

• Fill out the fields and then click 'start'. This will send an email to the 'Approvers' group prompting them to review the page.
• The approver will either approve the changes and publish the page, or reject it and provide feedback via email. The editor can then make the necessary edits and resubmit the page for approval.

 

Approver workflow

• Members of the 'Approvers' group will be notified of a pending approval via email. The email will contain a link to the page requiring approval.

• When the approver clicks on the link, will be directed to the page, where the Publish tab will offer the following options:
  • Approve: This publishes the page live.
  • Reject: This sends a rejection message to the author along with the approver’s comments.
  • Cancel: This stops the approval process

• Advanced Workflow Options: In some workflows, approvers may also:
  • Start a secondary workflow.
  • View the page status.
  • See tasks related to the approval process.

Note: Approve and Reject are the most commonly used options in this workflow.

 

Rejection Process

If a page is rejected, the approver can leave feedback, which is sent to the author via email. The author can make changes, then submit the page for approval again.

 

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