This guide walks you through the steps of submitting your changes for review and managing their approval status.
Why Content Approval?
Your admin has implemented a review process to ensure the accuracy and quality of content within Mavim iMprove. This means any changes you make will be sent to designated approvers before they go live.
How to Request Approval or Save a Concept
When you make changes to a topic's name, description, or field values, you'll notice that instead of a "Save" option, you'll have two choices: "Request Approval" or "Save concept."
Requesting Approval
Selecting "Request Approval" sends your changes directly to the designated approver(s). The topic will then be locked 🔒 for further edits until a decision is made.
You'll see the pending approval and your changes in two locations:
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In the Topic Itself: A "Pending Approval" notification will appear at the top of your topic.
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In the Requestor Dashboard: A new record will be created, detailing your submitted changes.
What Happens After Requesting Approval?
Once you've submitted your changes for approval, there are three possible scenarios:
1. Your Changes Are Approved ✅
Congratulations! Your changes have been accepted. The status of your approval request will change to "Approved," and your modifications will be applied.
2. Your Changes Are Rejected with Comments 💬
If your changes are rejected, the approver will provide comments explaining their decision.
To view these comments:
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Go to your Requestor Dashboard.
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Click on the respective record containing your changes.
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Click the
icon to see the approver's feedback.
Based on the comments, you have two options:
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Keep the changes (and refine them): If you believe your changes are largely correct but need minor adjustments, click on the record to go to the Change View of the topic. Here, you can make the necessary additions or modifications and then "Request Approval" again.
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Start over: If the feedback indicates extensive changes are needed, it might be easier to start fresh. In this case, you can delete the record from your Requestor Dashboard. This will discard your previous changes, allowing you to edit the topic anew.
3. Recalling Your Changes Before Approval ↩️
You might need to recall your changes if you realize you made a mistake or want to make additional modifications and submit them all at once.
There are two ways to recall your changes:
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From the Requestor Dashboard: Go to your Requestor Dashboard, find the relevant record, and click the "Recall" icon .
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From the Topic: In the "Pending Approval" notification at the top of the relevant topic, click the "Recall" button .
After recalling, your changes will be saved as a Concept.
Temporarily Saving Your Changes as a Concept 💡
Choosing "Save concept" temporarily stores your edits without sending them for approval. This is useful when you're not yet ready to submit and want to continue working on the changes.
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Recommendation: Keep the time between saving a concept and requesting approval to a minimum to avoid losing track of pending changes.
Your changes will be stored as a Concept, visible in a notification at the top of the topic and as a record with "Concept" status in your Requestor Dashboard.
To Submit Saved Concept Changes for Approval:
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Navigate to the topic.
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Make any additional change to it (even a minor one).
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You will be taken to the Change View, where your previously saved concept changes will be present. You can make further edits and then "Request Approval."
Multiple Changes to a Topic 📝
If you plan to make several changes to a topic (e.g., to the Topic Name, Description, and Fields) and want them all approved together, ensure you complete all your modifications before selecting "Request Approval."
Watch the explanation video: