Edit a resource and send it for approval

Introduction

This document provides a step-by-step guide on how to edit a resource and send it for approval in the system. The process involves logging in with the appropriate user roles, accessing the resource edit page, making necessary changes, and finally, sending the edited resource for approval.

Process Steps

  1. To begin the process, login to the system using an account with either the ROLE_DISPLAY_AUTHOR or ROLE_DISPLAY_AUTHOR&PUBLISHER role. These roles grant the required permissions to edit and submit resources for approval.

  2. After successful login, navigate to the main menu of the application. Look for a RESOURCES menu and click on it. This action will take you to the Resources section where you can manage all the available resources. On the resources page, you should see a list of available resources. Locate the resource you wish to modify and find the edit button next to it. Click on the edit button to open the resource’s edit page.

  1. Once the edit page of the resource appears, you can make the desired changes to the resource’s content. Ensure you apply all the required modifications to the resource.

  2. After you have made the necessary changes, look for Send For Approval button on the edit page. Click on this button to initiate the approval process for the edited resource. The resource will be submitted to the relevant approvers for review and approval.

    NOTE: The changes to the resource only need to be approved if it is impacted by any template. Otherwise, it can be edited directly. The template column indicates whether it has been added to the template.

    NOTE: Once submitted for approval, no further changes are permitted unless the publisher approves or deletes it.

  1. After you have sent the resource for approval, a draft copy will be generated. To view this draft copy, navigate to the Draft resource tab. Please note that the draft tab will be visible only if the workflow is enabled in the system. Once the resource is approved, the draft copy will be removed from the draft resource tab.

Handling “Send For Approval” Button Visibility

  1. If you are editing the resource for the first time, you may not see the Send For Approval button on the edit page. In such cases, follow these additional steps:

    • Navigate to the Draft resource tab.
    • Open the Resource: Find the edited resource in the draft tab and open it by clicking on it.
    • Send For Approval: Once the resource is open, you will be able to see the Send For Approval button. Click on it to start the approval process.