Overview

The approval workflow feature fosters collaboration in the documentation editor by introducing a review process. Statuses can be assigned to edited pages to help indicate whether a page is ready to be published. This helps to ensure confidence and maintain high standards in your content releases.

With approval workflow, you can:

• Facilitate collaboration among editors with a simple review process
• Attach a status to any edited page to indicate its position in the workflow
• Ensure documentation changes are reviewed before publishing
• See an overview of all changed pages by status in the Changes panel
• Restrict publishing of unapproved pages (optional)

Status overview

Enable approval workflow

The approval workflow can be enabled for your design system. Once enabled, statuses can then be added to a page to indicate that a review is required, changes are needed, or that the page is ready.

To enable approval workflow:

1. Go to the Documentation Settings / Workflows section.
2. Toggle the option to enable approval workflow. This will activate the feature and enable statuses for all edited pages.

Restrict publishing of unapproved pages

This setting can be turned on to ensure that only approved changes can be published.

1. Go to the Documentation Settings / Workflows section.
2. Toggle the option to “Restrict publishing of unapproved pages” to ON. This will prevent users from publishing pages that haven’t been approved with the “Ready for publish” status.

---

Request a review

Any editor can request a review of content changes to a page. This facilitates a collaborative review process and ensures all changes undergo scrutiny.

You'll also see information about who requested the review.

1. Make the necessary content changes on the desired page.
2. Click on the Request review button to submit the page for review. The page status will change to “Ready for review”.

Review changes

Reviewers (any Editor, Admin, or Owner) can easily see which pages need to be reviewed, streamlining the workflow and ensuring timely approvals in the Review panel. Reviewers have the capability to mark pages as approved (or request changes). An approval signifies that the page is ready for publishing.

You'll also see information about who requested or approved the changes.

1. Access pending reviews: Go to the changes panel to see a list of pages that need to be reviewed.
2. Review changes: Open a page to review the content changes made.
3. Approve or request changes: If the changes meet the required standards, mark the page as Ready for publish. If not, mark the page as Request changes.

---

Publishing

The publishing dialog provides a clear status of the page, indicating whether it is ready for review, awaiting changes, or ready for publish. This helps the publisher understand the current state of the page at a glance when decided whether to include it in publishing.

Publish changes for a page

To publish changes to the current page:

1. In the page status bar, click Publish changes.
2. In the publish dialog, you will see the current page selected.
3. Click Publish documentation.

Publish selected changes

1. In the top right corner of the documentation editor, click Publish.
2. In the popover, click Publish documentation to open the Publish dialog.
3. In the publish dialog, you will see all pages selected in Ready for publish.
4. Click Publish documentation.

FAQ

 

See also