# Template Approvals ## What is Template Approval? **Template Approva**l is a feature that allows for the approval of templates before they can be used within the Editor. This feature helps: * *Control design quality before release.* * *Ensure compliance with Brand Guidelines.* * *Prevent users from accidentally using unauthorized or unfinished designs.*


Create directly within the HIVO Editor	Preparing Approval Templates Create Template Approval for a Design Request Workflow for Light Users (Requestors) Approval Workflow for Reviewers/Approvers
Import templates from app design	Importing InDesign Pages Importing you current Figma Pages
How to manage Template Approval	Centralized management of Template Approval workflows

*** ### Create directly within the HIVO Editor #### 1. Preparing Approval Templates (Process Workflows) To create and edit approval workflow templates, users require the following permissions: * **Create/Edit your own templates:** ***"Can create Approval Template"*** and ***"Can edit Approval Template"*** permissions.

* **Edit others' templates:** In addition to the above, the creator (or Admin) **must grant** ***"Can Update"*** permission for that specific approval template.

#### 2. Create Template Approval for a Design ⚠️ **User Right Required:** User must have ***"Can create Templates"*** and ***"Can Publish Templates"*** permission to ensure the template can be published for Light Users to use after creation.

* After completing a design, **go to Settings -> Select the Approval Template** you wish to apply. * *Note: Only templates you created or those for which you have "Can View/Can Update" permissions will be visible here.*

* Then, **go to Details** to **Save/Update template.** From here, you can: * **Rename:** Enter a new name or edit the existing one. * **Template Category:** Add or change the template category. * **Export Format Restrictions:** Select specific export formats to restrict, or leave empty to allow all formats.

#### 3. Request Workflow for Light Users (Requestors) ⚠️ **User Right Required:** Requires ***"Must use Image Editor Templates"** setting.* This is for users required to use templates and submit approval requests.

Depending on your organization's workflow, you can choose one of the following two configurations to manage user flexibility: #### 🔹 **Option 1: Restricted Mode (Standard Workflow)** Use this setting if you want to ensure Light Users strictly follow the pre-defined process. * User Capability: Light Users cannot modify the Approval Request structure. * Permitted Actions: They can only enter a Message and set a Due Date. * Enforcement: All other settings will follow the designated Approval Templates and cannot be changed.

#### 🔹 Option 2: Flexible Mode (Advanced Workflow) Use this setting if your organization trusts Light Users to manage the process or when a designated approver might be unavailable and requires a replacement. * User Capability: Light Users can flexibly edit the approval process. * Requirement: You **must grant Light Users the *****"Can Create Approval Templates"*** permission. * Warning: Ensure your organization trusts these users, as they will have the power to delete or change mandatory stages and required approvers.

* **Edit & Submit:** After editing the design, click **"Request Template Approval".**

* **Set Information:** * Enter a Message for the Reviewer/Approver. * Set a Due Date. * Add Checklist * **Flexible Customization (If needed)**: HIVO allows Light Users to tailor the workflow to fit reality: * Add/remove Owners. * Change or add Approvers/Reviewers for specific stages. * Add/remove Stages or add Checklists. * **Send for Approval:** After click **"Submit"** button, the HIVO system will automatically update the status and send notifications to the designated approvers defined in the template.

👉 Note: The HIVO system will not allow users to export the template (design) until the approval process has been fully completed.

#### 4. Approval Workflow for Reviewers/Approvers ⚠️ **User Right Required:** Approvers must have the permission: ***"Can Approve Templates"***

👉 Upon receiving a notification regarding a pending request, **Reviewers/Approvers should click on the template name to open the template approval workflow** (Additionally, [**Template Approvals**](https://support.hivo.co/approvals/template-approvals#how-to-manage-template-approval) can be managed within the Approval). From here, the Reviewers/Approvers can: * **Feedback:** Leave comments with suggested edits, you can **@ mention another user** by clicking the **@ icon** or typing "Name user" in the comment box. * **Mandatory Revision Request:** Click the circle icon next to a comment and select "Request changes." * **Comment Management:** Click the three vertical dots (Options) to Edit/Delete.

* **Finalizing Approval (Owner Approve)** * The Light User performs requested edits until the Approver is satisfied. * **Any comments marked as "Request changes" must be set to Resolved** by the Approver before the process can move to the next Stage. * Once all Stages are complete, the **Approval Owner will receive a notification and perform the final approval to authorize the design for use.**

*** ### **Import templates from app design** #### **1. Importing InDesign Pages as Templates in HIVO** HIVO assets exist as a linked HIVO url within InDesign, as opposed to the asset being stored on your desktop. If there are any missing links, please click Download Missing links **in the Document tab**.

Once the missing links have been reconnected, follow these steps: **🔹 Step 1:** Click the **Save to HIVO as Template** button.

**🔹 Step 2: Configure image and color settings** * Ensure you have selected the Rasterize images in places option. * Select the appropriate Print export setting to preserve the CMYK color profile. **🔹 Step 3:** Click **Save to New Template** to complete the upload process. You'll have two main choices for how to save the template to HIVO: * **Save to New Template:** Select this option if you want to save your current InDesign page as a completely new template in HIVO's template library. * **Overwrite Existing Template:** Choose this option if you want to update an existing template in HIVO with the current version from your InDesign page.

**🔹 Step 4: View your Template in HIVO after Import** * Once the processing is complete, click '**Click to View Template'** button.

* Click '**Allow'** to open the design template in your web browser.

#### 2. Importing you current Figma Pages as Templates in HIVO The **Import Figma Page as Template** feature allows you to export a **Figma page directly to HIVO** as a template, enabling you to manage, edit, and deploy designs quickly within the HIVO DAM and Editor system. **🔹 Step 1:** **Navigate to the Document Tab in the HIVO Plugin** * Open the Figma page you want to import * Go to the **“Document” tab** in the HIVO Plugin. **🔹 Step 2: Choose an Option to Save to HIVO** You'll have two main choices for how to save the template to HIVO: * **Save to New Template:** Select this option if you want to save your current Figma page as a completely new template in HIVO's template library. * **Overwrite Existing Template:** Choose this option if you want to update an existing template in HIVO with the current version from your Figma page.

**🔹 Step 3:** (**Optional) Choose an Approval Template to Save to HIVO** * This is an optional step. If the template you're importing needs to go through an internal approval process before it can be widely edited in the HIVO Editor, you can select an "**Approval Template"** here. * Selecting an approval template will trigger the predefined approval workflow (by Admin), after you export the template.

*** ## How to manage Template Approval 👉 To manage template approval requests, please navigate to **Approvals > Template Approvals tab** ⚠️ **User Right Required:** User need have the permission: "***Can View All Templates."***

#### **🔹 Step 1: Search and Filters** Use the filtering tools to quickly locate the designs that need processing: * **Date Filter (From/To):** Limit the list based on the timeframe the request was created. * **Search by Item:** Enter the template name (e.g., "HIVO Flyer") to find a specific file. * **Filter by Status:** Narrow down the list by statuses such as Pending, In Review, Approved, or Rejected. * **Filter by Label**: Categorize requests based on attached pages or labels (e.g., Content).

#### 🔹 Step 2: Review Details Before taking action Check these key information columns: * **Requested:** Displays the timestamp and the user (Designer/Light User) who initiated the approval request. * **Assigned:** Displays the full list of all Approvers and Reviewers currently assigned to the workflow stages for this request. * **Status:** The current status of the process (e.g., In Review – currently undergoing revisions or review). #### 🔹 Step 3: Take Action - Approval Workflow 👉 **Click on the Item Name** (the design name) to enter the template approval workflow: * **Review & Comment:** View design details, leave feedback, or mandate revisions by selecting "Request changes" via the circle icons next to comments.

* **Resolve Comments**: Once the Light User has performed the requested edits, the Approver selects "Resolve" to finalize those points. * **Edit Approval:** Modify the Approval Request details, such as the Owner, Due Date, or Approvers. * **Change Status:** Manually update the progress of the approval.

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