Asset Approvals

Asset Approval is where versions of digital assets that exist in the Library can be taken through a structured approval process.

🤔 Unlike Upload Approval, which manages new uploaded assets before being approved to the library, Asset Approval focuses on approving updated or edited versions of existing assets.

Asset approval process

Viewing the list of assets that are in an approval workflow

Users with the 'Can Approve Assets' user right can navigate to 'Asset Approvals' by clicking 'Approvals' (the thumbs up icon) on the left main navigation bar and then selecting the Asset Approval tab. If there are any assets that have a live asset approval on them in the account, you will see a table of assets like the below. This table displays information, including:

• Asset name - file name of the asset

• Requested - user that requested an asset version to be approved

• Versions - the asset version which is being reviewed and approved

• Assigned to - The person responsible for approval

• Status - For example: In Review, Changes Request...

You can also filter and sort the table by clicking on the headings Status, Versions, Requested etc.

Asset Approval Page

Additionally, you can choose to display the Asset Approval table in kanban view:

Kanban view

Selecting assets that require approval

• Click on the Asset Name of a specific Asset in the list to access that Asset's detail page:

Select Asset Approval

• The Asset detail page will display full information about the asset, including the Asset Name, Asset Versions and the stages of the Approval process (the thumbs up icon) as seen below. Note: Asset versions that are green denote that a particular version has been approved:

Asset Detail Page

Reviewing, commenting on and approving asset versions

Users can review, markup, comment on, proof and approve asset versions by clicking the 'APPROVE / REVIEW' on button when an asset is in a live approval workflow and in the relevant approval stage. The stages of the approval workflow (eg. Brand, Communications and Legal in the below example) are set by the Approval Templates that are configured in your account:

Perform approval action

Once the user has clicked the 'APPROVE / REVIEW' button, they will be taken to the full screen review mode:

Asset Approval Notifications

👉 Notifications can also be setup to update and remind users when assets are at key moments in an approval workflow or require an admin approval. To set notifications for your individual user account navigate to "Profile" > "Notify Options":

Then scroll down to the Approval Notifications section and turn on In-app and Email notifications that you wish HIVO to send to your account:

Approval Notifications

If you have any questions, don't hesitate to ask, we're always here to help!