How to set up an approval workflow

Are you an admin user for your organisation? If so, you can monitor what campaigns are sent out by your colleagues by setting up an approval workflow. We'd recommend to set this up as best practice, as it gives you that extra bit of protection to avoid sending out errors and therefore preventing the need to disable a campaign. Accidents do happen though, so if you need to find out how to disable a sent campaign click here.

You'll need to set this up for each individual user, but if you are a Group Admin you can set the approval over an entire client. Follow the steps highlighted below, but navigate to Clients instead of Users.

From the Send homepage, navigate to the top right corner of the page and click Admin. Select the Users tab and you'll see all the users within your client or group dependent on what admin level you are.

Search for the specific Client or User in the search box and click the drop down menu and select Settings.

From the Settings, navigate to the Approvals sub tab, click on the Campaign Approval (or the drop down menu) and set it to On if it hasn't been done so already.

Once the function is on, click on the Workflow setting which will enable you to tailor the approvers and how they can be notified.

Types of workflow:

• Any - All approvers will be notified, but any of them will be able to approve or decline the campaign.
• All - You will need to create Groups of approvers, all of which will be notified and one approver from each group must approve it for it to go through. If an approver from any group declines, the campaign will not send and will go back in pending.

• In order - Similar to All, you will need to create groups of approvers, once an approver from the first group has approved the campaign, the next group will be notified and so on and so forth. If an approver from the first group declines, the other groups will not be notified and the campaign will go back into the in progress section.

Recipient Limit defines the minimum amount of recipients needed before the campaign can be submitted for approval. Anything under this number will not go through the workflow and will automatically send out. If you want all campaigns sent from a user to be approved, simply set the Recipient Limit to 1.

Then lastly, you'll be able to select those users who you'd like to be approvers by either clicking the drop down to select from a list (only available for Admin's) or simply type the username. from the Approver option you can select approvers from list by clicking the drop down arrow or alternatively, you can type their username.

Are you, or one of your colleagues an approver, but are going on annual leave or Out of Office? From the Approvals sub tab in a users settings, you can delegate the approvals to go to a colleagues account whilst you're away. To do so you will have to navigate to Settings > My Settings > Approvals > Delegate to.