> For the complete documentation index, see [llms.txt](https://docs.scaleflex.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.scaleflex.com/digital-asset-management-dam/library/assets/asset-details-window/asset-information-tabs/approvals.md). # Approvals Manage asset's approval status 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](/vxp-visual-experience-platform/settings/organisation/users/custom-levels.md) 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:


`Pending`	Waiting for votes
`Approved`	The asset has passed approval criteria and is fit for use*
`Rejected`	The asset has failed the approval criteria and is not fit for use*
`Cancelled`	When a Requester (or user with the necessary permission) has explicitly cancelled the request
`Reset`	When 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](/digital-asset-management-dam/settings/storage/listing.md#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.