#Manage Approval Processes

In the Terms and rules > Approval process section, you can manage approval processes. An approval process allows you to define the record reviewers who are responsible for reviewing the objects before being destroyed and specify the review order among reviewers.

You can search for an approval process by entering keywords in the Search text box and clicking the Search button.

To edit an approval process, click the Edit button in an approval process tile to open the Edit page.

To delete an approval process, click the Delete button in an approval process tile and click OK in the confirmation message.

#Create an Approval Process

Refer to the following steps to create an approval process:

1. On the Approval processes page, click New process. The Create page appears.

2. In the left pane, enter a name and an optional description for this new approval process.

3. By default, there is only one review step. To include multiple review steps, you can drag and drop the Configure reviewers action to the right pane.

4. In each review step, click the More actions () icon and select Configure to complete the information:

   1. Name – Enter a name for this review step.

      After you configure specific users/groups as the record reviewer, this review step will be named in the format of Pending [reviewer*]* review. You can update the name again if desired.

   2. Record reviewers – Choose who will be responsible for reviewing the objects involved in this approval process:

      • Assign to specific users/groups – Manually designate individual users or groups as record reviewers.

      • Assign to site owners – Automatically assign the review task to all owners of the associated site.

        *Note: This option is only available for SharePoint Online and OneDrive.

      • Assign to members of a designated SharePoint group – Enter the name of a SharePoint group to assign all its group members as record reviewers.

        In addition, you can choose to assign to site owners instead if the designated SharePoint group cannot be found.

   3. Select an email template – Choose the email template that will be sent to the record reviewers when there are records waiting for their approval.

      Email templates for manual approval configured in Settings > Email template management are available to choose.

      • Use the standard manual approval template for record reviewers.

      • Select a customized email template for record reviewers.

      • Set custom intervals and select an email template at each stage for record reviewers.

        *Note: The custom intervals configured here will take precedence over the ones configured on the Approval processes > Settings page.

5. If a review step is no longer used, locate the review step, click the More actions () icon, and select Delete.

6. If an approval process involves multiple review steps, you can define it as below:

   • The approval process will end immediately if a record reviewer at any review step rejects it. The ultimate decision will be Do not destroy, and the record’s approval status will be Rejected.

   • The approval process will end immediately if a record reviewer at a specific review step rejects it. The ultimate decision will be Do not destroy, and the record’s approval status will be Rejected.

   • The approval process will end only after a record reviewer at the last review step completes the review. This reviewer makes the ultimate decision, either Destroy or Do not destroy, and the record’s approval status will be Approved or Rejected.

7. Click Save to create the approval process.

#Configure Approval Settings

To configure settings for manual approval, navigate to the Approval processes page and click Approval settings in the upper-right corner. Configure settings detailed below and then click Save to save the configured settings. AvePoint Opus automatically runs a Manual approval settings job (at any time from 10 p.m. to 4 a.m. each day) to synchronize these settings.

*Note: Settings for manual approval can be configured from either the Approval processes page or the Records for review > Under review page. Once configured, the settings will synchronize automatically, so there is no need to configure them on both pages.

Email Notification

Settings in this section determine how email notifications should be sent to record reviewers.

Task Reassignment

Settings in this section will work if the reviewer does not complete the task. It ensures that the manual approval process continues smoothly without delays due to inaction by reviewers.

Disposal Extension Settings

Settings in this section limit how record reviewers can extend disposal time when they choose to reject records during the review process.

Comment Will Be Required When

This setting determines whether record reviewers must provide a comment when approving or rejecting a record, and specifies the conditions under which a comment is required. For example, a comment will be required when record reviewers approve or reject records, only when record reviewers approve records, only when record reviewers reject records, or no comment will be required.

Configure Reasons for Rejection

You can enable this setting and then add reasons, so that record reviewers can select a reason when they reject a record during review.

To add a reason, click the Add icon and then enter a value; to delete a reason, click the Delete icon next to the reason.

You can set a reason for rejection as inactive by clicking the Disable icon next to it, preventing reviewers from selecting it when rejecting a record in the future. This inactive reason can still be used as a value when filtering records. You can reactivate this reason later by clicking the Enable icon next to it.

Customize Button Names

You can enable this setting and then customize the name of the Approve and Reject buttons displayed on the Records for review page > Under review tab.

Automatically Run an Enforce Rule Actions Job Every Day to Destroy Approved Records

You can enable this setting so that an enforce rule actions job will automatically start (at any time from 10 p.m. to 4 a.m.) every day to finally destroy the records approved on that day.

During this process, Opus will re-check if these approved records still meet the rule. For the approved records that no longer meet the rule, Opus will hide them from the Waiting for disposal list.

Set Task Duration for Users

Opus has integrated with MyHub (preview), enabling users to complete Opus approval tasks directly within MyHub (preview). You can set a task duration for users, indicating a time limit to finish their reviews once the tasks appear in their queue.