Approvals
When someone's role doesn't allow publishing, their changes don't dead-end — they flow to a colleague who can approve them, with everything the reviewer needs to decide in one place.
When approvals kick in
A user without publish permission asks for something that would go live — publishing a draft, or editing live content directly. The assistant explains the denial, makes the change as a draft where needed, and offers to send an approval request.
Requesting approval
- You choose who reviews. The assistant looks up which colleagues' roles actually allow publishing that specific document, shows you the list, and asks which of them to notify — it never picks for you.
- Your reason travels with it. Add a short note ("pricing change needs to be live before the campaign") and reviewers see it.
- You're CC'd. The approval email goes to your chosen reviewers with you copied in, so you always have a record of what was asked.
Reviewing a request
Reviewers get an email with a Review & decide link into the portal's Approvals page (also in the sidebar). The request opens with a preview of exactly what would go live:
- For a draft that changes a live document — a field-by-field comparison: what's on the live site now versus what the draft would make it, with added, changed and removed fields marked.
- For a first-time publish — the full content that would go live.
The reviewer approves or declines, optionally with a note. Only users whose role allows the action can decide, and nobody can approve their own request.
After the decision
- Approve executes the publish immediately, under the approver's name — the audit log records both the approver and the original requester, linked to the request.
- Decline leaves everything unpublished.
- Either way, the requester is emailed the outcome, with the reviewer's note if they left one.