Approval Settings

Are you having difficulty managing the approval process for your digital assets? Are you worried about digital assets not being approved on time or content quality being inconsistent 😵? Approval settings help admins to configure HIVO's approvals features and approval workflows to work the way your business needs them to! 😍

What are Approval Settings?

Approval Settings allows setting deadlines for each approval stage to keep everything on schedule, while tracking each asset's approval progress and getting notified when action is needed.

⚠️ User Right Required: User must have the permission: “Is Client Admin - User can manage the Client Profile”.

1. How to access to Approval Settings?

• Navigate to Client Profile => Setting => Approval Settings

2. What settings are included in Approval Settings?

• Asset Approval: Approval setting for updated or edited versions of existing assets. For example: Approving the poster set for the Summer 2025 campaign.

• Template Approval: Approval setting for design templates created from the Editor. For example: A poster design template needs to be approved by the Brand Manager before branches can use it.

• Approval Checklist: A checklist created for reviewers to use when reviewing assets or templates. For example: An asset approval checklist may include: checking the logo, checking image quality, and checking text content.

Asset Approval Setting & Template Approval Settings

👉 Asset Approval Setting and Template Approval Setting have similar configuration methods.

1. Customize Approval Statuses

You can edit the names of approval statuses to suit your organization’s internal workflow. Clear and meaningful names help your team easily track the progress of asset approvals.

• Customize Display Names: You can change the display name of each status such as "Pending", "Approved", "Changes Requested", etc., to reflect your team’s specific approval process.

• Trigger Condition: This is the condition or automated action that moves an asset to a specific approval status. The system uses this condition to automatically update the approval status of the asset.

• Example: Trigger Condition for the Changes Requested status: An approver has commented and converted the comment into a “Changes Requested” status within 24 hours.

⚠️ Note: Trigger conditions are actions developed by the HIVO team and cannot be added or edited by users.

2. Reset to Default

Select Reset to Default if you want to revert the approval status labels back to the system defaults.

3. Configure Due Date Settings

• Admins can set up reminders for users before an asset approval is due.

• You can configure email notifications or in-app notifications based on each user’s profile.

• For more details on how to set up notifications, please refer to the Notification section in the user guide

Approval Checklist Settings

1. What is Approval Checklists?

The Approval Checklists feature allows Admin to create and manage clearly structured checklists to ensure that assets are approved according to procedures and standards. Each checklist is organized by Category → Checklist → Checklist Item.

• Basic structure of Approval Checklists:

  • Category: Group of checklists by topic (e.g. Brand, Legal, Marketing...).

  • Checklist: A list of points to be checked in each category.

  • Checklist Item: Each specific sub-item to be evaluated in a checklist.

• The Approval Checklist feature supports automatic data synchronization. This means:

  • The checklist will always reflect the latest data configured in the settings.

  • If a user has not yet approved an asset using that checklist, the system will automatically display the most recent checklist updates from the settings.

2. How to configure Approval Checklists

🔹 Step 1: Navigate to Approval Checklists

• Client Profile => Settings tab => Approval Settings => Approval Checklists tab

🔹 Step 2: Select your appropriate settings:

• Approval Checklists are organized into Categories, which can contain multiple Checklists, each with its own Checklist Items.

• Adding a Category Template

  • Click the ‘+ ADD CATEGORY TEMPLATE’ button.

  • A new "Category" section will appear.

  • Enter a descriptive name for your category in the Category field (e.g., "Brand").

  • Optionally, add a brief description for the category in the field below the category name (e.g., "Brand compliance settings").

  • To remove a category, click the 'x' icon next to its name.

• Add a checklist

  • Within the desired Category, click the + button next to the Category name field

  • Enter a name for your checklist (e.g., "Brand Guidelines”, etc )

  • To remove a checklist, click the 'x' icon next to its name.

• Add a checklist item

  • Within the desired Checklist, click the + button next to the Checklist Item name field.

  • Enter the name of the checklist item (e.g., "Correct logo usage").

  • Add a detailed description for the checklist item in the field below its name, which is optional. This description should clarify what the reviewer needs to verify (e.g., "Logo usage is correct and all instances adhere to guidelines.").

  • To remove a checklist item, click the 'x' icon next to its name.

🔹 Step 3: Click ‘Save Changes’ to save the checklist.

• Once your checklists are created/ updated here, you will then be able to apply it within the approval template settings.

3. Using Approval Checklist in Asset Approval/ Approval Template

In the Approval Template creation or editing section, users can select and apply previously created Checklists from the Approval Checklists section.

If you have any questions about “Approval Settings" or other features, don't hesitate to ask the HIVO Support team, we're always here to help!