Approval Workflow

Overview

The approval workflow lets your account enforce a formal content review process before a video or template is published. A creator submits a video or template for approval, an approver reviews it and either approves it or sends comments, and the creator and approver continue back and forth until approval is granted. This supports the review processes that regulated and enterprise organizations require.

Key Points

• The approval workflow applies to both videos and templates.
• Only one approver can be assigned per request. After approval is granted, the creator can resubmit to another approver.
• The approver role takes a seat. If a user is both an approver and an editor, they share a single seat.
• While an approval is in progress, editing is locked for that video.

Enabling the Approval Workflow

1. Go to Account Settings and open the Approval tab.
2. Make sure at least one user is assigned the approver role in your account.
3. Toggle the approval workflow on.

Note: If you disable the approval workflow for the account, all pending approvals are canceled.

Submitting a Video for Approval

1. Open the video you want to submit. The video must have an in-progress draft.
2. Click Submit for approval.
3. Choose an approver to send the request to.
4. (Optional) Copy the approval link to share it directly with your approver by email, Slack, or another channel.
5. (Optional) Select Notify me about feedback to be emailed when the approver comments or approves. You will receive a notification either way.

The draft status changes to Draft pending approval, and this is reflected on the video card in the Video Library.

To withdraw a request, you can cancel the approval. The approver is notified that the request was canceled.

Reviewing as an Approver

1. Open the request from your notification or the approval link, then select Review for approval.
2. Click Start approval.
3. In the review panel, choose to Approve video or Send comments. Comments are saved automatically when you click outside the text box.

• Starting an approval stops all edits to the video. Any editor currently in the video switches to view-only mode.
• You can return to the review panel at any time from the "Comments" button in the left panel, and past comments and iterations are kept in the History tab.
• You can also choose Approve later to close the window and return to the request afterward.

Responding to Comments and Re-submitting

1. When an approver sends comments, you are notified by email and see a new-comments indicator with a red dot on the video card and in the comments tab.
2. Open the video to review the comments in the Studio, including who left them and when. Past comments and iterations are kept in the history tab.
3. Make your changes, then select Resubmit for approval. The resubmission goes to the same approver.

Publishing an Approved Video

Once your video is approved, its draft status changes to Draft approved, and you are notified. You can then either:

• Publish the video. The video status changes to ready to share and appears under the Share tab.
• Submit for another approval to send it to a second approver.

Approving a Template

Templates follow the same approval flow as videos, with one addition. When reviewing a template for approval, you must confirm a checklist before you can approve it, including reviewing the input field form, template sharing methods, and the template details. These items are linkable from the checklist. As with videos, you can also send comments instead of approving.