Use the Approval Workflow

The approval workflow lets the person who uploaded the audio submit the transcript for review by a selected approver. Until it is approved, it does not appear under Files, where other team members can view it.

How approval works

1. The person who uploaded the audio reviews and edits the transcript.
2. That person selects Submit for approval.
3. An approver reviews the content.
   • If it is ready, the approver selects Approve. The file appears in Team files.
   • If it needs correction, the approver selects Request changes. The person who uploaded the audio makes the changes and selects Resubmit for approval.

For detailed instructions, read the section for your role.

• Admin: Configure the workflow and choose approvers.
• Person who uploaded the audio: Review the transcript and submit it for approval.
• Approver: Review the content, then approve it or request changes.

Approvers and file permissions

• Only an Admin can configure the approval workflow.
• Users with the Admin, Editor, or Submitter role can be selected as approvers. A Viewer cannot be selected.
• Approver assignment is separate from team roles. An Admin cannot approve or request changes unless they are also selected as an approver.
• At least one approver is required while the workflow is on.

File statuses and available actions

Important

Note: Team administrators can view files in any status.

Files that are Not submitted or Waiting for approval cannot be opened by anyone other than the person who uploaded the audio, team administrators, and selected approvers, even if they know the URL.

Only team administrators and selected approvers can permanently delete files before approval. Deleted files do not move to Trash.

Team administrators can configure approvers under Approval workflow in Team Settings.

An Editor or the person who uploaded the audio cannot permanently delete a file before approval unless they are also a team administrator or selected approver.

For admins: Configure the approval workflow

Configure this when your team starts using the approval workflow.

1. Open Approval workflow in Team Settings.
2. Turn on Use an approval workflow.
3. If approvers are already configured, read the confirmation and select Change.
4. If no approver is configured, the approver selection dialog opens first. Select at least one person, select Change, review the changes, and select Confirm changes.

Note

Only team administrators and selected approvers can permanently delete files before approval.

You cannot turn the workflow off while files are waiting for approval or have requested changes. Approve or delete all of them first.

Choose approvers

Select the edit icon under Approvers (select multiple), then choose who will review files. Viewers do not appear as candidates.

You can select multiple approvers. The file appears in Team files when any one approver approves it. A removed approver loses the ability to approve or request changes immediately.

For audio uploaders: Submit for approval

Review the content after transcription finishes. You cannot submit a file while transcription is still in progress.

1. Review the transcript and edit it if needed.
2. Open Approval workflow in the sidebar. Under Created by you, select Open for the file.
3. Open Approval actions in the upper right, then select Submit for approval.
4. Optionally enter an Approval request comment, then select Submit.
5. The file changes to Waiting for approval.

Approval actions are not available directly in the list. Open the file to display the submission action.

When an approver requests changes

The Created by you tab displays Changes requested and the revision comment. Open the file, edit the content, then select Resubmit for approval under Approval actions.

For approvers: Approve a file or request changes

1. Open Approval workflow in the sidebar. Under You can approve, select Open for the file.
2. Review the content. An approver can edit it if needed.
3. Open Approval actions in the upper right.
4. Select Approve if the content is ready. If it needs correction, select Request changes, enter a revision comment, and submit the request. A revision comment is required.

The list only displays Open. Approve or request changes after opening the file.

If an approver edits the content, the history records who changed it. When Allow creators to approve their own content is on, a warning appears before someone approves content they created. When it is off, they cannot approve their own content.

Return an approved file to awaiting approval

A selected approver can open Approval workflow details for an approved file and select Return to awaiting approval. The file is removed from Team files until it is approved again.

For admins: Adjust notifications and counts

You can also change these settings under Approval workflow in Team Settings:

• Allow creators to approve their own content: When off, a creator cannot approve a file they created even if they are a selected approver.
• Show count in sidebar: Controls whether the number of files waiting for approval appears in the sidebar.

When the workflow is on, team completion notifications are sent after approval instead of when transcription finishes.

Related pages

• View or change team roles
• Invite people and join a team