Workspace Create New Approval Loop

You can add a new approval cycle to a completed master, reference, or sub project that uses an Approval Workflow. To add a new cycle to a sub project, the master project must have an active status. Any dependent tasks in the new cycle are also reactivated, even if the task was previously skipped or completed.

This is useful if you want to "reopen" a project for a new revision to an artwork file. For example, if an artwork approval sub project is followed by another sub project for printer proof approval, and an error is found at the printer proof approval stage that requires a change to the artwork file. If you were to insert another approval sub project, the previous cycle information, documents, and data from the first artwork sub project would not be copied over, but if you create a new approval loop, all of that information is retained.

Additionally, using this feature enables files from a project to be stored in the same asset in DAL. Files are automatically versioned in DAL each time they are reapproved.

Tip: To perform this task, a user must be a project owner or project initiator and belong to a security group that has Add Cycle to Completed Projects rights.

To create a new approval loop on a project, do the following.

  1. In Workspace  , click the Projects tab.
  2. You can filter the list of your tasks using the drop-down menus.
  3. In the Project Name column, click the project.
  4. Click the Create new approval loop button at the bottom of the page.
  5. In the Template Select dialog box, for Template Type, select whether you want to use the original template, the previous cycle, or a different template, and then click Confirm.
  6. The project is displayed with the new cycle added as a sub project with a Scheduled status. Click Start Project.

 

Controls for Superseded Approved Files

The Create New Approval Loop feature allows multiple files to reach approved status within a single approval project. As a result, more than one approved file may exist at project completion. These files are stored as separate cycle versions in the Project > View Files tab and as different versions of the same Asset (DID) in the DAL. This configuration introduces a risk: users may access or download approved files that are not the most current version, i.e., files that have been superseded.

You can apply the control mechanisms to avoid this risk. Key enhancements include a security group that restricts users to downloading only the latest approved artwork version, and a system option to visibly mark superseded versions in the user interface using a new status label.

 

The Security Group Right, Download File – Latest Approved is mutually exclusive with Download File – All Approved; only one can be selected at a time.

  • When you enable Download File – Latest Approved, you can only download the latest approved file within a PID (project), provided more than one approved file exists.

  • This restriction also applies in the DAL. Users with this right can only download the latest version of an Asset (DID).

 

The site setting, located at Admin > System Setting > Other Setting > Project Setting, enables the Approved-Superseded file status. When disabled, system behavior remains unchanged. When enabled, the system automatically assigns the Approved-Superseded status to the first approved file in your project where the Create New Approval Loop feature results in multiple approved artworks. Only the non-latest approved files receive this status. An orange icon in the View Files tab visually indicates this new status.

 

 

This status also applies to the DAL Approved File Asset after the project cycle completes.