Configuring Approval Process

Applies to: Kyvos Reporting

To use the Approval Process, the following configurations are required:

1. Application Configuration: Enable the feature and define approval states.

2. User Preferences: Set email notifications and customize messages.

3. Report Configuration: Associate reports with approval workflows and assign approvers/commenters.

Configuring the Application

Step 1: Enable Approval Process

To enable the feature:

1. Go to Navigate > Administration > Configure > Server.

2. Locate the Published Report Approval Required property under the Compliance section.

3. Set the property to Enable.

4. Click Save to apply the setting.

Step 2: Define Approval States

To define approval states:

1. Go to Navigate > Administration > Secure Data > Approval Process.

2. On the Approval Process page:

   • Enter a name in the Name field.

   • Define captions for the states:

     • Pending: Indicates the report is awaiting review.

     • Rejected: Indicates the report has been rejected.

     • Approved: Indicates the report is approved and ready for public access.

3. Click Save to store the process.

You can also Delete or Cancel the workflow as needed.

Configuring User Preferences

Email Notifications

Kyvos Reporting can send email notifications to users involved in the approval process when:

• A report is published and pending approval.

• A comment is added to a pending report.

• A report is approved or rejected.

You can customize email messages using the following files:

These files are located at:

Set User Email Preferences

1. Go to Navigate > Personalization > Preferences > User Preferences tab.

2. Under the Send Email section, select Approval Process.

3. Enter your email address if not already set.

4. Click Save.

Report Access Rights

The ability to approve or comment is assigned at the report level during deployment.

Configuring Reports for Approval

To associate a report with an approval process:

1. Go to Navigate > Repository > Manage Categories and Reports.

2. Navigate to the folder where the report is deployed.

3. Select the report to open its properties.

Associate Approval Process

1. In the Process Name drop-down, select the desired approval process.

2. Click Assign Users to open the Approval Process Access Rights dialog.

3. Assign roles:

   • Approver: Can approve or reject.

   • Commenter: Can add comments.

   • Note: Assigning Approver automatically includes Commenter rights.

4. Click Set to confirm.

5. Click Save on the main page to apply changes.

Detach Approval Process

If you detach an approval process from a report that is currently in Pending state:

1. Click Detach.

2. Choose whether to Approve or Reject the pending version.

3. Click OK to complete the detachment.