Approval Workflow

Uploads from roles whose uploads wait for a reviewer start as pending. With Single step (the default), any member whose role has the Approve permission can approve or reject them. A Multi-step workflow passes each asset through ordered steps, for example Editorial and then Communications, each decided by its own approvers. The asset stays pending, so audiences that need approval don't see it, until the last step approves it.

Setting up a multi-step workflow

1. Choose Multi-step.
2. Under Applies to, choose Every upload that starts pending, or Only uploads bound for these audiences and tick the audiences, such as @all. Other uploads keep single-step approval.
3. For each step, enter a Name and choose who approves it under Approved by: roles, Groups (members whose role can approve) and People (reviewers only). Choose none to let any reviewer decide the step. Roles without the Approve permission can't be chosen, because their members can't see pending assets.
4. Click Add step to add another step (up to 10), use the arrows to change the order, or click Remove to delete one.
5. Under When a step rejects, choose Reject: back to the uploader, or Send back to the previous step (a rejection at the first step still rejects).
6. Tick the email option to email each step's approvers when an asset reaches them, and the uploader when it is approved or rejected. Click Save.

Administrators can decide any step. Saving creates a new version of the workflow: assets already in progress finish on the steps they started with, and assets that were pending before the workflow was saved stay single-step until someone marks them pending again. Switching back to Single step doesn't change assets already in a workflow. In Picsha DAM, approvers find the assets waiting for them with the Waiting for me approval filter.