Files, Wikis, Blogs and Events can be configured to require approval before content is uploaded or updated by any user, except an administrator; while the types of content may differ, the approval process remains the same. If a file needs approval, the designated administrator will receive a notification.
Below is an example using the Files module:
When you upload a file that requires approval, the following message will be displayed at the top of the page:
All pending files are located via My profile > Approval workflow:
While the name is similar, this is not to be confused with Workflow, used for task automation.
The Approval workflow screen is displayed:
You can view the files that are Pending approval and the files that have been Rejected. You can also Revoke or Delete the files pending approval from the More actions menu:
If you choose to revoke the file, it is then moved to your drafts. In your drafts, you can make any changes and resubmit it for approval or you can delete it altogether.
If the file is submitted for approval, an email is sent to anyone listed as an approver for the Files module, informing them that they have content to approve, with a link to the approval page:
As an approver, click the link to go to the approval page. Within the approval page, you can review content within the document viewer. You can then approve or reject the content (along with any other items awaiting approval):
If the content is rejected, you will receive an email notification and the content will end up back in your Pending approval page, flagged as rejected. If you click on the Rejected status, you can view the comments related to the rejection, the name of the person who rejected the blog post and the time related to the rejection:
You can then either delete the content or edit it and resubmit it for approval
If approval is granted, the content is published immediately and you will receive an email notification:
If the approval workflow is disabled for a module while there is content waiting to be approved (meaning that approval is no longer required), all content awaiting approval will be published automatically.
