The approval feature can be enabled to alert via email one or many designated administrators that they need to review and approve or reject submission data before it can be fully processed. This provides an extra layer of optional template-by-template, manual validation before new or altered data begins to flow across your ecosystem.

Before enabling the approval feature, ensure you have enough resources to support all submissions being reviewed and approved and that the field set and template governance does not already provide the safeguards you need.

 For Administrators that would like to read more about the approval feature, when to use this feature, and some considerations prior to implementation, please read the blog article, “A Powerful New Approval Tool to Safeguard Your Data”.

The approval feature is available to Premium and Enterprise customers of The Data Standards Cloud. For more information about your contract, please contact your Claravine Sales Account Executive.

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Adding Approval to a Template

1. Request your Claravine Customer Success Manager to enable the approval feature on your account.
   
   
2. Click Settings on the Navigation menu.
   
   
3. Click Settings in the Organization Sub-Navigation menu.
       The Organization Settings page displays.
   
   
4. In the Settings area, toggle on the option to configure templates to require approval on changes to data.
   
   
   
5. Click Templates in the Templates Sub-Navigation menu.
            The Templates page displays.
   
   

6. Create a new template or open an existing template you want the approval feature added to.
   
   
7. In Step 1 Setup, check the box to require an approval on submissions for this template.
   
   
   
8. In the drop-down list below, enter a list of administrators to receive email notifications when data is added or edited on this template.
         Any administrator on the account can approve any template; this list is to designate who will receive the email notifications of new data to approve.

What Triggers the Approval Workflow

The approval workflow is triggered by new or updated data on a template that has the approval feature enabled.

A new manual submission created on the template submission table, via the import file functionality (bulk upload), or editing an existing submission dataset using a template that now has an approval enabled, will trigger an email notification to administrators listed on the template. All submissions will have a status of Awaiting Approval in the Pending menu until it has been reviewed by an administrator.

1. The user manually creates a new submission, imports a file (bulk upload), or edits an existing submission.  
   On a manual submission or when editing a submission, below the Submit button is a message ‘Changes to data on this template require approval’.
   
   
   On a file import, below the Upload button is a message ‘Changes to data on this template require approval’. 
   
   
   
2. The user clicks Submit (or Upload for file import) and Claravine begins the Processing Submission phases and will stop at the phase ‘Awaiting Approval’ and move the submission into the Pending menu.
   
   

View Approval Requests

1. An email is sent to the administrators listed on the template, notifying them that “New data is awaiting approval”. Click View Approval Requests to be taken to the Template Details View>Approval Requests menu for this template.
   
   
   All Admins can access Approval Request submissions by clicking on Submissions on the Navigation menu, then click Approval Requests in the Sub-Navigation menu.
   
   
2. In the Approval Requests menu, view the submissions awaiting approval. Administrators can sort by submitter’s name, submission name, and submitted date, and view the number of rows and status for each submission
   

Approval of a Valid Submission

1. In the Actions column, click Review on the submission row.
   
   
2. The submission table displays. Use the field filters  to sort, filter, and review the data in the submission before clicking Accept. 
   
   
   
3. A confirmation message appears to confirm you are about to save data, click Accept and Save Changes. Accepting the submission begins the Processing Submissions phases and moves to the Submissions menu.
   
   
   
4. The original submitter receives two emails. The first email says “Your changes were approved” with a link to their submission. The second email is “Successful Submission” with a link to their submission and attached files of the dataset as designed on the template.   
   
   

Reject an Invalid Submission

1. In the Actions column, click Review on the submission row.
   
   
2. The submission table displays. Use the field filters  to sort, filter, and review the data in the submission. If any of the data is invalid, right click on the cell to Add Comment.
   
   
   
3. In the Add Comment box, add your notes and feedback on why this cell is invalid. Your comments will be visible to the user in Claravine.
   
   Adding a comment will give you the option to Reject the submission and gray out the Accept option.
   
   
   
4. Click Save to save your comment.
   
   
5. The cell is now highlighted red to indicate it has been rejected. You can view, edit, or remove your comment by hovering over the rejected cell.
   
   
   
   
6. Click Reject. A confirmation message appears to confirm you are about to reject this submission, click Confirm.
   
   
   
7. The user receives an email “Your approval request was rejected” with a link to their submission. Users can also view their submission in the Pending menu.
   
   
   
8. In the Pending menu and in the submission header, the submission’s status is Awaiting Approval^x to indicate it has been rejected. In the submission, the user can see who rejected it and the date. The rejected cells are highlighted red and the administrator’s comment will appear when hovered over.  
   
   
   
   
   
9. If the user created the submission manually or edited an existing submission, they can click  Edit Table to correct the errors then click Submit.
   
   
10. If the user creates the submission via import file, they must edit the original CSV file applying the admin’s rejection comments, save and overwrite the file in this submission.
    
    
11. The process repeats until all data is valid in the submission and an admin clicks Accept. 
    
    
12. A confirmation message appears to confirm you are about to save data, click Accept and Save Changes. Accepting the submission begins the Processing Submissions phases and moves to the Submissions menu. 
    
    
13. The original submitter receives two emails. The first email says “Your changes were approved” with a link to their submission. The second email is “Successful Submission” with a link to their submission and attached files of the dataset as designed on the template.   

Admin Submissions

A manual submission, imported file (bulk upload), or edited existing submission done by any administrator on the account - if they are one of the administrators listed on the template or not - will skip the approval workflow.

The original administrator submitter receives two emails. The first email says “Your data was auto-approved” with a link to their submission. The second email is “Successful Submission” with a link to their submission and attached files of the dataset as designed on the template.