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Learning Centre

Create Approval Groups

You can create approval groups based on your user list within the Govstack content management system (CMS). An approval group can be assigned to review and publish a webpage or other node through a workflow. Multiple user groups can be assigned to a workflow to create a multi-stage approval process.

You can have a maximum of 5 approval groups in the standard workflow. The licensed workflow allows unlimited approval groups. For details and setup, please contact your GHD Digital Account Executive.

Set up an approval group

To create an approval group, follow these steps:

  1. Navigate to the 'Workflow' section in Govstack’s back office. You may not have access to the 'Workflow' section, depending on your site permission. Contact your website administrator for assistance.
  2. Select 'Approval groups'
  3. Select 'Create group'
  4. At the top of the new page, in the 'Enter a name' field, add the name of the approval group
  5. Select 'Save' to add the approval group to workflow.

You can now configure your workflow details using the approval group apps; settings, roles, members, and history, found at the upper right of the page.

Approval group configuration

Explore each of the options below to configure your general workflow settings.

Group email

If your approval group will receive notifications through a shared email or distribution group enter the email address here. Leave this field blank to use the individual member's email addresses.

Language

Notification email templates can be set to specific languages. Select the preferred language for the group email here. If no group email is selected or this field is left blank the tool will use the preferred language of the individual user account (providing multi-lingual support is available on your website).

Enable offline approval

Enable this option to allow members of the approval group to approve pages without logging into the Govstack CMS environment.

Note: This is a license only feature. For details and setup please contact your GHD Digital Account Executive.

The roles app is a report only. The entries displayed are pulled from other nodes and cannot be edited.

Node-based approvals

A list of all nodes reviewed by the approval group. Note that the approvals will apply to all child nodes unless exceptions are created.

Document Type approvals

A list of all the document types reviewed by the approval group. Document type approvals are a license only feature. For details and setup please contact your GHD Digital Account Executive.

Group members

Group members will approve nodes that are assigned to the group as well as receive notifications where available.

To add approval group members:

  1. Navigate to the 'Workflow' section in Govstack’s back office
  2. Select 'Approval groups'
  3. Click the name of the target group in the group list
  4. Select the 'Members' app
  5. Click 'Add' in the 'Group members' section
  6. Select all target users for the group
  7. Click 'Submit'

Inherited group membership

This option sets the membership of the approval group to match one of the user groups on the website.

To add an inherited group:

  1. Navigate to the 'Workflow' section in Govstack’s back office
  2. Select 'Approval groups'
  3. Click the name of the target group in the group list
  4. Select the 'Members' app
  5. Click 'Add' in the 'Inherited group membership' section
  6. Select all target user groups
  7. Click 'Submit'

Your approval groups can have both group members and inherited group membership.

This report app lists the approval history for the group.

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