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How to set up content approval as Administrator

As Administrator in Mavim iMprove, you want modifications to topic names, descriptions, or metadata fields to be subject to an approval process to maintain accuracy.

This guide walks you through the steps of setting up Content Approval

Why Content Approval?

The content approval functionality is a powerful tool that allows organizations to engage a broader range of business users by providing greater control over how content in Mavim is edited. This ensures that while contributions are encouraged from various users, the final content remains accurate and consistent. The Administrator plays a crucial role in setting up this functionality, defining which sections of the database require approval before changes take effect. By implementing an approval flow, organizations can prevent unauthorized or unilateral edits, ensuring collaborative and well-regulated content management.

How to set up Content Approval 

As an Administrator you have already defined which sections in your database are editable for which users through the User Permissions.

On top of that you can now select sections you do not want to be directly and unilaterally editable for users. In Approval Settings you can define topics for which you want their respective branches to not be eligible for changes by one user.

Setting up Approval Permissions

  • Under Approval Permissions: Select sections in the database for which you want changes to go through an approval process before effected. The approval process will be activated for the topic you select and the branch below it.
  • There is one level of approval, but you can select multiple user to perform that approval, so, when an approval is requested, any user of the users you select as Approver can perform it.

  • For every branch that you wish to assign unique approver(s) to, you create a separate entry

Temporarily bypass Approval Flow settings

There can be a scenario where business users (Editors and Approvers) come together to edit content. Since they are jointly deciding on the content, you do not need the system to enforce approvals for you.

In this situation you can use the Bypass Approval

  • In the relevant Approval Permission row click on Edit, select a timeframe and “Confirm changes”
  • If this happens in the same timeframe every day you can leave the bypass settings. If it happens only once or ends at a certain point, make sure to update (remove) the bypass.

Best Practices

  • Prevent you have more than 1 Editor per section/set of topics, so that you do not have multiple users making changes to the same topics at the same time. You can do this by clear instructions or limiting it via User Permission management.
  • Prevent changes to the same topic from Mavim Manager and Mavim iMprove

For sections where you activate the approval flow in iMprove, make sure the topics cannot be edited from Mavim Manager. The approval flow works within iMprove, you want to make sure that there are no changes made from the Mavim Manager, the safest way to do that is to make the topics read for everyone.

IMPORTANT: Combination of User Permissions + Approval Permissions

    • Contributor: Edit permissions to (parts of) the section for which they need to be able to make changes that fall under your approval flow purview
    • Approver: Read permissions to (parts of) the section for which they need to be able to see the changes.
    • PLEASE NOTE: Administrators have full permissions in the database. Administrators are users that have been onboarded into the database in the Mavim Connect Center as Administrator. This also goes for Approvals. Next to the approvers that are set up in Approval Settings ANY Administrator is ALSO able to approve and reject changes, as well as recall changes. This way you will never be in a situation where your approving users are not available while an important change will need to be effected.

Changes in scope for Approval Flow:

  • Topic Name
  • Description
  • Fields

 

Not (yet) in scope:

  • Relationships
  • Charts