To approve content records for publication
When a person who does not have Content Approver CAG permissions defines a content record, they cannot directly publish the content record, because the Publish command is not available on the Document System toolbar. Instead, they see only a Submit for Approval command, which creates an entry in the Content awaiting your approval section of the Content Designer Task List of all users who have Content Approver CAG permissions in at least one content authority group (CAG) to which they belong). The status of the content record changes to PublishRequested.
From your Content Designer Task List, you can perform the following actions:
■ Review a content record's definition by clicking its title in the list.
■ Approve publishing requests by selecting the checkboxes next to the ones that you want to approve and clicking Approve Selected. The associated content records are submitted for publishing and the publishing requests are removed from the Content Designer Task List for all users. No publishing window is displayed.
■ Reject publishing requests by selecting the checkboxes next to the ones that you want to reject and clicking Return Selected. A form appears that you can use to send an email message to the requesters that explains the reason for rejecting the selected requests. After completing the form, the Status of the associated content records are set to Working, and the publishing requests are removed from the Content Designer Task List for all users.
To approve content records for deletion
When a person who does not have Content Approver CAG permissions deletes a content record with the Document System Organize > Delete command, this action creates an entry in the Content deletion requests section of the Content Designer Task List for all users who have Content Approver CAG permissions in at least one CAG to which they belong). The status of the content record changes to DeleteRequested.
From your Content Designer Task List, you can perform the following actions:
■ Review a content record's definition by clicking its title in the list.
■ Approve deletion requests by selecting the checkboxes next to the ones that you want to approve and clicking Delete Selected. This sets the associated content records' status to Recycled, moves the content records to the Recycle Bin, and removes the corresponding .aspx files from all web servers. The deletion requests are also removed from the Content Designer Task List for all users.
■ Reject deletion requests by selecting the checkboxes next to the ones that you want to reject and clicking Respond to Selected. A form appears that you can use to send an email message to the requesters that explains the reason for rejecting the selected requests. After completing the form, the deletion requests are removed from the Content Designer Task List for all users.
■ Reject deletion requests without responding to the requestors by selecting the checkboxes next to the ones that you want to reject and clicking Remove from List. The deletion requests are removed from the Content Designer Task List for all users.
Troubleshooting
■ You must have Content Approver CAG permissions in at least one CAG to which you belong, and you must also have Read Document System permissions on each content record.
■ To delete content records, you must have Delete Document System permissions on each content record.
Tip: Where notification email addresses are defined
The email address used for all actions related to rejection notice emails and change request notice emails is the one listed in the Profile tab of each respective user's contact record (Customers > Manage Customers). The source address used in the Profile tab is specified in Customers > Set up module > Address and Notes, in the E-mail Flow from/to E-mail at Address field.