# Approvals The Approvals feature lets you gather structured feedback and decisions from stakeholders through a voting process. It ensures alignment and reduces errors, particularly for campaigns and projects with multiple contributors. ## Key usecases * Reviewing designs for marketing campaigns. * Approving edited images before publishing. * Gaining consensus for social media posts or web assets. * Streamlining multi-department approvals for promotional materials. Any asset can be submitted for an approval. "Approval" can adopt whatever definition your project needs, e.g. "Approval for website use". ## Pre-requisites Approvals must first be enabled for your project, which can be done by any [user](https://docs.scaleflex.com/vxp-visual-experience-platform/settings/organisation/users/custom-levels) having access to [Settings > DAM > Automations > Workflows](https://hub.filerobot.com/settings/dam/automations/workflows):
## Approval statuses An asset, requested for an approval, can have these statuses:
PendingWaiting for votes
Approved The asset has passed approval criteria and is fit for use*
RejectedThe asset has failed the approval criteria and is not fit for use*
CancelledWhen a Requester (or user with the necessary permission) has explicitly cancelled the request
ResetWhen someone has edited the file and created a new version during an active approval request
\*see [Approval vote outcome](#approval-vote-outcome) section below ## Approval vote outcome An approval request is considered: * **Approved**: When all approvers vote positively. * **Rejected**: When at least one approver votes negatively or [the request Due date expires](#due-date-expiration). If an asset is rejected, the requester can review comments, make adjustments, and submit a new approval request. {% hint style="info" %} There can be only one active (pending) approval request per asset, however, once completed, another one may be requested. {% endhint %} ## Due date expiration If an approval is not approved by the due date, the approval is **automatically rejected**. ## Requesting an approval An approval can be requested in several ways: 1. From the Context menu > More actions > **Manage approval**
2. From the Library sidebar - expand the **Approval status** section and click the **Manage approval** link
3. From the Asset details window - go to the **Approvals tab** and click **Request approval**.
### Steps to request approval: 1. Click the **Request approval** button to open the **Request approval** modal. 2. Complete the following fields: * **Selecting approvers**: Choose one or more approvers. Users without asset access are muted and cannot be selected. At least one approver is required to enable the **Send request** button. * **Adding an optional message**: Provide additional context for the approvers (eg. "*Please review this image for use in next month’s newsletter").* * **Setting a due date**: Set a realistic deadline for the review process. The local time is auto-detected. 3. Once the **Send request** button is clicked, all approvers receive an alert.
## Voting on approval request Approvers will get a notification when they are asked to vote on a request. An approver can click on the link in the notification or navigate manually to the asset. Once in Asset details window > Approvals tab: 1. Click on the **View and approve** link 2. Then choose to either **Approve** or **Reject** the asset 3. You can leave comments when voting, in this way providing immediate feedback like: "*Please adjust the font size in the banner."*
## Manage approval request Active requests can be modified by the original requester or [anyone with the necessary permissions](https://docs.scaleflex.com/settings/storage/listing#default-gallery-role) (if not listed as an approver). ### How to manage an approval request * Open the **Approvals tab** in the Asset details window. * Click **Manage approval** to view details. * Make changes as needed: * **Cancel**: Notify approvers and stop the approval process. * **Edit**: Modify approvers, due dates, or messages. {% hint style="info" %} At least one approver must remain, and the due date must be in the future. {% endhint %}
## Viewing approval details and history ### Regular users: Regular users can view approval details but cannot take action or leave comments. ### Where to view approval statuses: The approval status is displayed in the following locations:\ \ 1\. **Asset thumbnails -** Approval status is displayed on the top-right corner (not clickable).
2\. **Library sidebar -** a field in the General tab shows the approval status. Hovering over it displays a summary tile.
3. **Approvals tab -** Provides a detailed history of all approval requests.
### Approval history 1. Open the **Approvals tab** in the Asset details window. 2. Click **History** to view previous approval requests. 3. Select the file version from the left panel and click **View details** for more information.
## Best practises for using Approvals: * Use clear messages to explain the purpose of the approval. * Set realistic due dates to allow stakeholders enough time to vote. * Regularly review approval history for process insights. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.scaleflex.com/digital-asset-management-dam/library/assets/asset-details-window/asset-information-tabs/approvals.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.