ONE Cloud Comm Approvals Guide

Overview

Approval Permissions

Content Suggesters

Content Approvers

Setting Permissions for Cloud Comm Writers

Approvals Workflow

Creating a New Message that Requires Approval

Creating a Scheduled Message that Requires Approval

Approving and Denying Messages

Approving a Message

Denying a Message

Notifications

Overview

This document is intended to guide Cloud Comm administrators in the proper configuration and usage of the ONE Cloud Comm Approvals feature. The Cloud Comm Approvals feature enables organizations to enable content approval workflow in the ONE platform. The new capability is made possible by the creation of two new permission for Cloud Comm writers. This new feature does not affect any existing Cloud Comm writer and only affects those granted the new permissions.

Approval Permissions

To achieve content approval workflows, two new roles need to be implemented; message creators or suggesters and message publishers or approvers.

Content Suggesters

Content suggesters are users with the Cloud Comm writer permission that have the Requires Approval right assigned to them.

Content suggesters can:

• Create new messages but cannot publish to users
• Save messages as drafts
• Edit draft messages
• Submit a draft or new message fir approval 

Content suggesters cannot:

• Publish messages to users
• Edit published messages
• Delete published messages
• Approve messages pending approval
• Deny messages pending approval
• Edit messages pending approval

Content Approvers

Content approvers are users with the Cloud Comm writer permission that have the Can Approve/Deny Messages right assigned to them. Cloud Comm admins and tenant admins have this permission level by default. Cloud Comm writers with this permission still maintain the pre-existing permissions for message creation and targeting.

Content approvers can:

• Create new messages and can publish
• Save message as a draft
• Edit draft messages
• Edit published messages
• Delete published messages
• Edit messages pending approval
• Delete messages pending approval
• Approve messages pending approval
• Deny messages pending approval

Setting Permissions for Cloud Comm Writers

To grant the above permissions for Cloud Comm writers, Cloud Comm or tenant administrators should navigate to the Cloud Comm > Permissions > Writer permissions Console. To grant or revoke the approver permission for a Cloud Comm writer check or uncheck the Can approve/deny messages checkbox. To grant or revoke the suggester permission for a Cloud Comm Writer check or uncheck the Requires Approval checkbox.

Administrators can also manage this permission in bulk by using the Bulk Operation console

Approvals Workflow

Creating a New Message that Requires Approval

When a Cloud Comm writer that requires approval (suggester) creates a new message they will see a banner on the new message console indicating that the message will need to be approved.

Once the suggester is completed with the message they are authoring, they will click Publish. This will save the message in a draft pending approval state. The message will appear in the messages console with the following header indicating the state.

Once in this state, the suggester can no longer edit or delete the message. If not completed with the new message the suggester can Save as Draft for future editing and click Publish when they are completed with the authoring step.

Creating a Scheduled Message that Requires Approval

Just like a new message, creating a scheduled message that requires approval follows the same rules. The only difference is, once submitted for approval, the message will be stored as a scheduled message that is pending approval.

Schedule messages that have not been approved will not be sent out until the message is approved. This means that if the scheduled time set for a message elapses, the message will just be published when it is approved unless the approver sets a new schedule.

Approving and Denying Messages

To approve messages pending approval, a person first needs to be a user with one of the following permission level.

• Tenant admin - tenant admins can access and manage any component of the ONE platform without restricton
• Cloud Comm admin - Cloud Comm admins can access and manage any component within the Cloud Comms section of the ONE platform
• Cloud Comm writer - with Can Approve/Deny Messages permission granted

To view all messages that are pending approval navigate to the Cloud Comm > Messages console and look for messages with the pending approval banner.

Approvers can also filter the Messages Console View to only messages that are pending approval by using the filter function:

To approve or deny a message, approvers can either Edit the Message or View the Message Details. Each view will present an approval banner at the top where the approver can click either Approve or Deny. When in the Edit Message View, approvers can edit any attribute of the message before approving.

Approving a Message

Click the Approve button to approve a message. The message will be published immediately upon approval. If the message is a scheduled message and the scheduled time has not elapsed, the message will become a scheduled message and will be published at the scheduled time, whereas if the schedule time has elapsed the message will be published immediately.

Denying a Message

Click the Deny button to deny a message. When denying a message, the approver will be prompted to enter a reason for denying the message.

When denied, a message then returns to a draft state so that the author can amend the message based on the deny reason and re-publish for approval. The Deny Reason is viewable by viewing the message Details History section.

If a scheduled message is denied, it will also become a draft and have the schedule information removed. Suggesters can then reset the scheduled date after amending the message.

Notifications

In this first version of the Cloud Comm Approval feature, notifications for approval workflows are not supported. The ONE team will be adding this capability in a future release.