Sending content on approval

How to Send Assets for Approval

This guide outlines a step-by-step process to send one or many assets for approval, configure an approval workflow with one or more phases, and monitor the process once started. The instructions below apply whether you’re working from the Gallery view or the Asset Details view.

1. Selecting Your Assets

You can initiate an approval process with either a single asset or multiple assets. Choose the method that best suits your needs:

Single Asset from Gallery View

Navigate to your Assets tab where assets are displayed as thumbnails.
Hover over the asset you wish to send.
Click on the More options (three vertical dots) and select “Send for approval.”

Multiple Assets from the Gallery View

In the Asset Gallery view, tick the checkbox on the thumbnail of each asset you want to include.
An actions toolbar will appear at the top.
Click the Actions button and choose “Send for approval.”

Single Asset from Asset Details View

Open the asset’s details by clicking on it in the gallery.
Find the Actions button in the top-right corner of the Asset Details page.
Select “Send for approval” from the dropdown.

For assets spread across different areas:
If the assets you wish to include are not visible on one screen, add them to a clipboard (via “Actions” ➔ “Add to clipboard”), navigate to “My gateway” ➔ “My clipboard,” select the relevant category, and then click “Send for approval.”

2. Configuring the Approval Workflow

After selecting your assets, you will be taken to the Approval Details page. Here’s how to set up your review process:

Step 2.1: Edit Approval Details

Description (Optional):
Add context for your approvers (e.g., “Assets for creative review”).

Deadline:
The system usually sets a default deadline (often the next day). Click the calendar icon if you need to change the date or time.

Step 2.2: Add People and Define Their Roles

Click the “Add” button to include users. For each user, you must choose:
- Role Type:
  - Owner / Additional Owner: Can approve or decline assets, add other users, and create new approval phases. (Note: The initiating user is automatically added as Owner in Phase 1.)
  - Approver: Can approve or decline assets, add comments/annotations.
  - Reviewer: Can view assets and add comments/annotations only.
- Approval Phase:
  Select the phase number in which the user should act. You may have multiple phases based on your approval requirements.

Step 2.3: Set Up Multi-Phase Approvals (If Required)

To create a sequential approval process:
- Add a new user and select a new phase (e.g., change from Phase 1 to Phase 2).
- Continue adding all required users for each phase.
Example Workflow:
- Phase 1: Creative or briefer review.
- Phase 2: Brand or marketing approval.
- Phase 3: Legal or compliance final sign-off.

The approval process will only move to the next phase after all critical actions in the current phase are complete. If a phase is declined, the process reverts back to the owner for revisions.

3. Starting and Monitoring the Approval Process

Step 3.1: Start the Approval

Once you have configured all details and phases, click on the “Start approval” button in the top-right corner.
The system will send email notifications to the users in the first active phase (usually Phase 1), and the approval status will change from Draft to Pending.

Step 3.2: Monitor the Approval

From the Project Assets View:
Assets included in an active approval process will show a “Pending” status badge.

From the Approval Details View:

You can see real-time statuses of users and phases.
Upcoming phases remain “Draft” until the current phase is completed.
When a phase finishes successfully, the system automatically updates the status and notifies the users in the next phase.

Additional information

ZIP files (displaying thumbnails)

If you have a number of assets you are uploading as a zip file, if you want to include a thumbnail on the uploaded asset, you can include one of two file options

_thumbnail.jpg
_thumbnail.pdf
/images/backup.jpg

These files must be placed in the top-level of the zip (not within sub folders). When zipping the contents – select all the files within a folder to zip them – do not zip up the folder itself.

Digital / HTML5 (for banners and emails)

In order for HTML content to display correctly, all assets must be packaged up within a zip file following the below points

The main html page must be called ‘index.html’
The ‘index.html’ must be included in the top-level of the zip file (not within a sub folder)
All assets must be included within the zip file, relative to the index.html
For thumbnails to display, ensure you follow standard folder structures – include an images folder with the ‘backup.jpg’ included – this will be used as the thumbnail on the zip