The approval workflow feature allows you to assign statuses to pages, ensuring more clarity among team members during the documentation process. These statuses are displayed on each page, in the Changes tab and in the publish dialog.
Any editor can request review of content changes on the page level, see which pages need to be reviewed, and mark pages as Ready for publish. Pages can have the following statuses:
- Draft (Default)
- Ready for review
- Changes requested
- Ready for publish
- Published
Enable approval workflow
To enable this feature:
- Go to Settings > Documentation > Workflows.
- Turn Enable approval workflow switch to ON.
- Optionally enable Restrict publishing if you would like to require the Ready for publish status.
Enable approval workflow in documentation settings.
Restrict publishing
If you’d prefer that only pages marked as "Ready for Publish" can be published, you can enable Restrict publishing of unapproved pages. This prevents accidental publishing of work in progress, and ensures that only reviewed and approved content goes live.
In the Publish dialog, only pages marked Ready for publish will be selectable. You can still preview all pages from the Preview dialog.
Edit page status
All pages show a status bar and the name of the person who last updated the status. From this bar, you can preview the current page changes, or update the status. To change to any status, click the page menu (•••) and choose a status under Change status.
View list of changes
You can view a list of all the pages that are in progress in the Changes tab by status. You can also change a status here in the page context menu (•••) in the page navigation.
