Approval process for Site and Element information updates

Users now have the option to enable a mandatory approval process for modifications made to site and element information. Any changes made will only take effect once they receive approval from a designated authority. This feature can be seamlessly applied to both sites and elements.

This new feature holds significant value for managers, as they can take on the role of responsible approvers themselves. By doing so, they gain continuous visibility into the most recent updates, facilitating more efficient information management.

This new feature can be found in the release note version 0.75.0. 

Start by accessing the site/elements tab and select the site or element where you want the approval requirement to be active. Then, click on the "Edit" icon of that site or element.

By clicking on the edit option, the site information fields will become editable. At the top of these fields, there is a "Approve changes in this site" button to enable the option. Click on it. 

After enabling this option, a field will appear where you can select who will be responsible for approvals. Click on it.

Here you can choose to select an account or label. You just need to click on the "Labels" or "Accounts" tab and then select one or several labels/accounts. 

Note: You can add accounts or labels. When one user approves, the approval is verified. If you add a label with, for example, five users, it only needs the approval of one of those users for the changes to be approved

After selecting the responsible users, a window will appear in which you will be asked if you want to apply this approval process to all sites and elements or if you only want to apply it to that site. Choose the one that best fits your case.

Note: The changes can be updated individually, so if you want you can repeat the process with different settings on other sites or elements.

Let's now look at the perspective of the user who makes the changes to the information on the site or element.  

To edit site/element information the user only needs to go to the Assets tab, access the desired site or element, and click on the "Edit" option. 

After this, the information fields will become editable. At the same time, if the approval process is active, a message will appear above the information fields letting you know that the edits will have to be approved by a responsible user.

Note: In addition to the information fields, the cover image of the site or element can also be changed and submitted for approval.

If you need to know who is responsible for approvals, you can consult the list by clicking on the word "Responsible". The user or users responsible for that process will be revealed. 

Now imagine that the user wanted to change the site's postal code. After changing the information, he only needs to simply click on the "Submit Changes" button o the bottom of the page. 

After submitting the changes, the user will receive a notification "Changes submitted and waiting approval" and the input where the information has changed will show an alert icon. 

The user can click on the alert icon, and a window will appear with the previous information (the one that was set before the user changed it) and the new information (the one added and submitted for approval).

After the responsible user has approved the changes, the user who made the changes will receive a notification indicating that the changes have been approved or rejected. 

If you have permission to grant approvals, all you have to do is go to the "Approvals" tab. Then, inside the approvals page, click on the "Site/Element" tab and a table appears with all the pending approvals.

Note: If you have some changes that were assigned to be approved by you, you will receive the notification. To access that specific approval request you only need to click on the notification.

By moving the mouse over the pending approval line, two options will appear that allow you to directly approve or reject the request. After this, you will receive a notification confirming the success of your action.

Another way to approve a request is by clicking on the respective site icon in the table.

It will redirect you to the site where the changes have been conducted.

An alert icon will appear on the information that has been changed. The information displayed is the updated information, i.e. the information that the user suggested. You can click on the alert icon and find out what was previously displayed and what changes were suggested.

You can then approve or reject the changes by clicking on one of the "Approve" or "Reject" buttons in front of the respective information field.

In case you have several changes to approve you have two buttons on the top to approve or reject all the changes.

Once the responsible user has approved or rejected the changes, the user who submitted them will receive a notification informing him that his changes have been approved/rejected.

If you have any question please contact technical support.