Approvals
If more than one person adds content, you may want somebody to look at it before it goes public. That is what approvals are for.
A content type can be set to require sign-off. Anything created under it goes to the approval queue instead of straight out.
Who can approve
The queue is open to owners and admins. Members do not see it, and get an access-denied panel if they reach the address directly.
See Roles and permissions for what else each role can do.
Opening the queue
Go to Content, then Approvals. The heading tells you how many items are waiting.
Each item shows what it is, which content type it belongs to, who submitted it, and when. Open one to see the full thing as submitted.
Approving
Approving releases the item. It carries on as it normally would have: onto the site page, out to the channels it was aimed at, or on its schedule if one was set.
Rejecting
Rejecting does one of two things, and which one depends on the kind of content. This matters, so it is worth knowing before you tap it.
| Kind of content | What rejecting does |
|---|---|
| A public review left by a customer | Removed entirely, and its storage slot is freed |
| Content somebody on your team wrote | Marked rejected and kept, so the author still has their work |
The reasoning is that a rejected customer review is not something anyone needs to keep, whereas a rejected draft usually just needs another go. Nobody loses an afternoon's writing because someone tapped the wrong button.
Approvals are a team habit, not a lock
Worth being straight about this. The requires-approval setting is enforced where content is published through Quick Create and where it is scheduled through the Calendar. Elsewhere in the portal it behaves as a flag that the tools respect rather than a hard gate.
So treat approvals as a way for a team to agree on a review step, which is what most people want it for. Do not treat it as a permission that makes it impossible for a member to publish. If you need that, use roles, which are enforced properly.
Check the queue on a rhythm
Vivreal does not promise to notify you when something lands in the queue, so do not build your process around an alert arriving.
Agree something simple instead: whoever approves checks it at a set point in the day, or the person submitting says so directly. A queue nobody looks at is worse than no approvals at all, because the author thinks their work went out and it did not.
If something is not working
- You cannot see the Approvals page. You are a member. Ask an owner or admin.
- The page is empty. Nothing is waiting, which is the normal state.
- Something published without approval. Check the content type actually has the setting on, and see the callout above about where it is enforced.
- An author says their post never appeared. Check the queue. It is probably sitting there waiting for someone.
Next steps
- Quick Create, where most content enters the queue from.
- Roles and permissions, for enforced limits.
- Managing members, to change who is an admin.