Some
file libraries and lists require approval of files or lists. When this
content approval setting is enabled, an item or file that has been
checked in or published is not published automatically but instead
remains in a pending state until it is approved or rejected. This means
that the file or item is still considered a draft and is given the
Draft status.
To be able to approve or
reject files or items, you need specific permissions on the library or
list. When a file or an item is approved, it is assigned Approved
status in the list or library, and it is displayed to anyone who has
permission to view the list or library.
When a file or an item is
rejected, it remains in a pending state and is visible only to the
people who have permission to view drafts.
To approve or reject a file or
an item, select the row for that item and click the Approve or Reject
button in the Workflows section of the Documents ribbon or Items ribbon
(see Figure 1). In addition, you can use the Approve/Reject option from the file or list item’s drop-down context menu.
Clicking
this option or either of the buttons from the ribbon opens a dialog
where you can choose to approve, reject, or keep the file or item in a
pending state (see Figure 2). You can also add comments about your decision.
