Asset Approvals
Asset Approval is where versions of digital assets that exist in the Library can be taken through a structured approval process.
Asset Approval is an approval workflow specifically designed for assets already existing in the Library. Unlike Upload Approval (which manages newly uploaded assets), this feature focuses on quality control and the approval of updated or edited versions of existing assets.
Allows users to track and manage assets within the approval workflow using Table or Kanban view, helping monitor status, versions, and assigned approvers.
Enables inviting external partners or clients (without a HIVO account) to review, comment, and approve assets through a secure interface.
The system automatically generates approval links when sharing with external users, allowing Admins to edit or revoke them to ensure control and security.
Automatically sends notifications via Email or In-app to remind users of pending approvals or when a workflow is completed.
How to manage Asset approval
⚠️ User Right Required: User need have the permission: "Can Approve Assets"
1. 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...
Your Task - Only display the tasks that you have been assigned
You can also filter and sort the table by clicking on the headings Status, Versions, Requested etc.
Additionally, you can choose to display the Asset Approval table in kanban view:
2. Selecting assets that require approval
Click on the Asset Name of a specific Asset in the list to access that Asset's detail page:
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:
3. 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:
Once the user has clicked the 'APPROVE / REVIEW' button, they will be taken to the full screen review mode:
External Approval Workflow
This feature allows you to invite partners, clients, or stakeholders who do not have a HIVO account to review, comment on, and approve assets through a professional and secure interface.
1. How to Add an External Approver
You can set up external approvers at two different stages:
🔹 During new Asset Approval creation
In the Approvers setup step:
Click the "ADD EXTERNAL APPROVER @" button located at the bottom right of the Approvers section.
Type the Email address of your partner.
Click the plus (+) icon to add them to the list.
Repeat these steps if you wish to add multiple external approvers.
To remove, click the three horizontal dots near the email address and select Remove.
🔹 Editing an Existing Approval Process
If the process is already live (and the relevant stage has not yet been approved):
In the approval process interface, click the Gear icon (Settings) next to the asset approval status.
Select "Edit Approval".
Navigate to the stage where you want to add an approver and follow the same steps (Type email > Click "+").
2. Sending Notifications (Email) to External Approvers
Once the external email has been added, you must send them the access link:
In the approval detail panel, click the "EMAIL EXTERNALS" button.
An "Email Externals with Link" dialog will open. Configure the following:
Asset Versions: Select the specific versions you want to share for review.
Expiry time: Set a deadline for the link (One Week, One Month, One Year, or a custom date).
Optional Note: Add a personal message to provide context for the reviewer.
Allow Download (Optional): Enable this option to allow external reviewers to download the shared asset.
Allow Upload New Version (Optional): Enable this option to allow external reviewers to upload a revised version of the asset as part of the review process.
Click "SEND EMAIL WITH LINK" to complete the process.
If Allow Download or Allow Upload New Version is enabled, the corresponding actions will be available to external reviewers on the External Approval page. Any uploaded revision is automatically saved as a new asset version with a unique version name, preserving the complete version history.
3. The External Reviewer’s Experience
The external partner will receive an automated email from HIVO containing a direct link to the shared asset. Upon clicking the link, the partner will be navigated to the approval page as a Guest.
4. How External Partners Review and Approve
The external interface is intuitive and equipped with a full suite of feedback tools:
Markup Tools: Partners can use drawing, framing, and annotation tools (located in the toolbar below the asset) to pinpoint exact areas for feedback.
Leaving Comments: Type feedback into the New Comment box and click Submit.
Managing Comment Status:
Request Changes: If mandatory revisions are needed, the partner can click the flag/circle icon and select "Request Changes." A prompt will appear to enter a message for the asset owner.
Resolved/Unmark: Partners can mark comments as resolved once they are addressed.
Reply: Partners can click "Reply" to engage in a discussion thread on existing comments.
Approving (Approve Stage): Once satisfied with the current version, the partner can click "APPROVE STAGE" to finalize their part of the process.
👉 Important Notes Before Accessing:
Ensure they see their email address at the top right corner (e.g.,
name@email.com (Guest)).Ensure the partner is not logged in to any other HIVO account on the same browser to avoid session conflicts.
Tip: If the partner experiences access issues, advise them to open the email link using their browser's Incognito/Private Mode.
Managing and Editing External Approval links
Once you use the Email Externals feature, the system automatically generates a link under the Links > Shared Assets tab. Admins have full authority to edit or revoke this link to ensure security and accuracy.
⚠️ User Right Required: Only users granted the "Can Share Assets" permission can view and access the SHARED ASSETS tab within the Links
1. Accessing the Editing Interface
Navigate to the Links menu on the main sidebar > select the SHARED ASSETS tab.
The shareable link for asset approval will look like: 'Approval link for ...' -> Locate the link corresponding to the asset currently under review.
In the Actions column, click the Pencil icon (Edit) to start making changes.
2. Detailed Customization Options
The editing process consists of three steps:
🔹 Step 1: Usage (Link Name)
You can modify the name or the reason for sharing (e.g., "Approval Link for Legal") for easier management within your list.
🔹 Step 2: Expiry (Access Deadline)
Update the link's expiration date. You can quickly select options like Tomorrow, One Week, One Month, or pick a specific date from the calendar.
Note: The link will expire at the start of the chosen day.
🔹 Step 3: Additional Options
This is the most critical section for controlling partner permissions:
Allow Approval / Feedback: Enable this so partners can leave comments and use the Approve button.
Hide Download Buttons: "Preview only" mode. This prevents partners from downloading the asset (improving security for drafts).
Limit Versions: Restrict the specific versions (e.g., only the Web or Original version) that the partner is allowed to access.
3. Removing a Link (Remove Link)
If you need to stop the approval process immediately or if a link was sent in error:
In the Actions column, click the Trash/Delete icon.
Result: When the external partner (External Approver) clicks the old link in their email, the system will display a "Not Found" message. This ensures the partner no longer has any access to that asset.
👉 Note: Any changes made in the Edit Shared Link section take effect immediately; there is no need to resend a new email to the partner.
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:
If you have any questions, don't hesitate to ask, we're always here to help!
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