Once a file has been uploaded to the File Library, if it was set to Restrict as Malicious, it will appear in the file list with the red tag Restricted Malicious. If the file was set to Request None, the file appears with a purple tag Pending Approval.
File Approval Restrictions
Users who are permitted to approve files that have been uploaded to or edited in the File Library must have the Approve File Library Restrictions flag enabled on their user account, as shown in the screenshot below. Users who do not have this flag enabled can see the files they uploaded or edited but do not see the option to approve the file. If you do not have approval permissions and you should, contact your platform admin.
NOTE: You cannot use an uploaded file if the Pending Approval flag is set.
File Approval Process
To approve a file that is pending approval
- Go to Library > File Library.
Locate the file you want to approve. You can enter all or part of the string "pending_approval" in the search bar to narrow your results.
File pending approval
Click Approve File
next to the file you want to approve and you'll see the following:- Select an approval status for the file.
- Click Submit.
next to the file you want to approve and you'll see the following:
To edit a file before approving
In some cases, if you are the approver, you may want to make changes to a file before sending for approval or before approving its use. You can also use this procedure at any point in the lifecycle of a file in the File Library.
- Go to Library > File Library.
- Locate the file you want to approve.
Click Edit File (
) next to the file in the list and you'll see the Edit form as shown below:Select the appropriate File Restrictions option, if necessary.
NOTE: When editing a file that was previously approved, you see an additional File Restriction choice of "Send Back to Pending Approval," which triggers another Pending Approval status on the file.
- Click Update.
) next to the file in the list and you'll see the Edit form as shown below: