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author's profile photo Former Member
Former Member

Approval workflow in the rooms

Hello to all,

i need to active the approval workflow for the room's documents.

One member create a new document, and only he and the leader should see the document, and when the leader approve the document the others members should see this document. And all the members can create and uploat documents at the room.

Can sombody helpme??

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    author's profile photo Former Member
    Former Member
    Posted on Oct 31, 2008 at 07:56 AM

    I already try it. Cut it doesn't work correctly. A user who only has reading access to the folder can see a focument that another user upload to the room withou it being approved.

    Dou you have an ides about it?

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    • Former Member

      Hi Anna Maria ,

      you are right... let's see if a user has read/write access to a folder he/she can see any document in any status.

      if another user has read access permission over that folder he/she won't see any document until it is approved.

      Of course you need all the user have read/write access.... so

      I'm thinking about two options:

      1. once an user upload a file you remove the write permission over that file.. you need to develop your own upload app.

      2. this is the tricky one...

      • create a folder for every user in your room, give them read/write permission over their own folder

      for example, user01 ---> read/write over the folder named user01 in this room

      everyone else only read access

      • activate the approval process over every single folder.

      This way, every time a user upload a document, only he/she and the people in the approval workflow can see it, not his/her partners.

      Ok, but now maybe you don't wanna navigate for every folder to see the approved documents, so..

      • create an index over the root folder

      • create a query-base taxonomy with a public folder

      • for the public folder create a query something like


      Folder IS your <rootfolder>

      Finally, create an readonly iView to this folder taxonomy

      for example

      /taxonomies/<your index>/<your taxonomy>/public

      In this iView all the people in the project will see only the approved documents.

      You can read about the query based taxonomies here



  • author's profile photo Former Member
    Former Member
    Posted on Oct 30, 2008 at 06:24 PM

    Hi Anna Maria ,

    do you have already the room and a Navigation iView to the documents?

    if so, go to

    Content Administration --KM Content

    rooms, find the room and in there, the folder structure.

    Select the root folder of this structure and Folder Details--- Settings -- Approval

    Enable the Approval Process

    You can see this link for more info about the approval process

    Hope this help



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