Approval Processes

The Dozuki Approval feature is assigned on a page-by-page basis. This feature allows you to specify which users should review and approve or reject new versions of each guide, wiki, or category page. The Dozuki Approval feature supports one to ten sequential approval stages. A single stage can be assigned an individual user or a group of users, which are referred to as Teams in Dozuki.

For example, when an Author publishes a new version of a guide, wiki, or category page, an Approval Request is activated, and the first stage of reviewers are notified both by email and our in-app notification system. Each reviewer is required to reject or approve the new release. Rejecting a release requires the reviewer to enter a note during the review process.

When the reviewer rejects or approves the release, we require them to enter their Dozuki password; their password acts as a digital signature. Once the required digital signatures are obtained, the new version of the page is published as a live version on the site for your users to view.

Multiple Approval Processes can be created, maintained, and assigned to the content on your site. Learn how to use the system below.

How to Assign an Approval Process to a Guide

How to Create an Approval Process

How to Make an Approval Process a Site Default

How to Review an Approval Request

Create, edit, and view all Approval Processes in one location. From your Management Console, under Document Control, click on Approval Processes.

How to Create an Approval Process

Once you have created an Approval Process, it appears on the Approval Process page, along with key information about the process.

Click on an Approval Process to view it in greater detail.

To edit the Approval Process, click on the gear icon in the upper-right corner of the Approval Process page:

If you require strict document control and want to ensure that each new guide, wiki, or category page is immediately assigned an Approval Process, you can create a Default Approval Process for your site.

How to Make an Approval Process a Site Default

Approval Processes are assigned to each type of page individually but can be used on multiple guides, wikis, or category pages. Your document control needs determine how strictly you should approach assigning Approval Processes to your content.

Keep in mind that only Admin users can create and assign Approval Processes.

How to Assign an Approval Process to a Guide

If you are assigned as a Stage (either as an individual user or a member of a Team) for an Approval Process, you will receive requests to review the new releases of the guide, wiki, or category page for which that Approval Process has been assigned.

How to Review an Approval Request

To view all of your Approval Requests, go to your Profile and click on the Approval Processes tab. Use the view filters to organize your requests:

Filter Options:

• Request Eligibility: whether or not you can review the request immediately.
  • All: Admin-only option to view all requests, regardless of eligibility.
  • Mine: All of your requests, regardless of eligibility.
  • Eligible: Actionable requests - all approval requests you can immediately review (any previous stages have been approved, so it's your turn).
• Request Status: the current state of the request.
  • Pending: Not yet approved or rejected by any/all Approval Process stages.
  • Approved: All Approval Process stages approved the request.
  • Rejected: One Approval Process stage rejected the request.

You can alter your filters to show different sets of requests. For example, if you want to view all of your actionable approval requests, you should select "Request Eligibility: Eligible" and "Request Status: Pending."

Site Administrators can view a complete history of all site Approval Requests by opening the Approval Requests page under Document Control in your Management Console.

Use the View filters to organize your requests:

Filter Options:

• Request Eligibility: whether or not you can review the request immediately.
  • All: Admin-only option to view all requests, regardless of eligibility.
  • Mine: All of your requests, regardless of eligibility.
  • Eligible: Actionable requests - all approval requests you can immediately review (any previous stages have been approved, so it's your turn).
• Request Status: the current state of the request.
  • Pending: Not yet approved or rejected by any/all Approval Process stages.
  • Approved: All Approval Process stages approved the request.
  • Rejected: One Approval Process stage rejected the request.

You can alter your filters to show different sets of requests. For example, if you want to view all pending Approval Requests on your site, you should select "Request Eligibility: All" and "Request Status: Pending."

You can review the details and status of a request by clicking the Review button for the request. This opens the Approval Request and allows you to see the status of each stage of the request.

Here is an example of a request with 1 of 4 stages complete: