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Wikis

Approvals

For pages that must be right before anyone reads them - policies, procedures, customer-facing guides - approvals add a sign-off step. Editors keep working as usual, but readers only see a new version once the right people have approved it.

Turn On Approvals

Approvals build on verified pages, so turn those on first.

  1. Open Wiki settings → Verification
  2. Switch on Require approval before changes go live

  3. Set up the approval steps:

    Approval steps in the Verification settings

    Field What to enter
    Name A short name for the step, such as "People team review"
    Approvers The people or groups who can approve this step
    Needs any one approver, or everyone listed

  4. Click Add a step (up to 3) for another step. Steps happen in order

  5. Click Save

Authors can't approve their own changes

Make sure each step names someone other than the people who usually write the pages.

What Readers See

While a change is waiting for approval, readers keep seeing the last approved version. Editors see the latest version, with a banner explaining that readers still see the approved one.

A page that has never been approved shows its latest version to everyone until its first approval.

Submit Changes for Approval

  1. Edit the page and save as usual
  2. Click Submit for approval in the page header
  3. Optionally, say what changed
  4. Click Submit

The approvers for the first step are notified.

Editing cancels the request

If anyone saves the page again while it is waiting for approval, the request is cancelled and needs to be submitted again from the first step.

Approve or Request Changes

Approvers get a notification with a link straight to the request, and the request also appears on the Reviews page.

  1. Open the page and click Review
  2. Read the changes, shown inline or side by side
  3. Click Approve, or write a comment and click Request changes

When the last step approves, the new version goes live and the page is marked Verified. If changes are requested, the author sees the comment and can edit and resubmit.

Publish Without Waiting

Wiki owners can publish a page straight away when needed. Click the badge and choose Publish and verify…. The approvers are told that it was published.

The person who submitted a request can cancel it from the badge at any time.

Please contact us if you have any questions.