Introduction

The Relaxed Approvals Workflow are focused on a more flexible way to manage approvals, allowing teams to adapt to changes even during ongoing review processes.

In many cases approval workflows follow a strict structure - materials could only be updated in specific states, and once approved or rejected, they were final. But in specific customer cases, both Initiators and Approvers gain the ability to react to new information in real time, without restarting work from scratch.

How it works

Workflow configuration

Each approval project now supports two workflow modes:

1. Strict Workflow (default)

• Materials can only be updated in Needs change state that is set by an Approver

• Approved or Rejected files are final - no reopening or restoring possible

2. Relaxed Workflow (new)

Relaxed workflow has to be set by Approval Administrator on approval project level.

Version updates

• Produce documents can be edited and Place assets can receive new versions in states:

  • Pending review (new document that has not been yet reviewed by Approver)

  • Needs change (reviewed document with a feedback from an Approver

• Approval workflow automatically restarts from Stage 1 after any update

• Both Initiators and Approvers can change update the material

  • this is based on the already existing settings on each approval project level

  • to allow users edit material of other users, the Initiators can edit materials of others has to be enabled and specific users or users groups has to be set with this privilege

Documents restore

• Produce documents that has been already Approved or Rejected can be restored. 

• New version of document is created and approval workflow restart from Stage 1.

• Approved or Rejected Place assets still can't be restored

• Only Approvers of specific document or Approval Administrators can restore review

Changes during approval process

Initiators can:

• Open and edit documents or upload new asset version even in Pending review state

• Make changes just like in Needs change state

When changes are saved:

• A new version is created

• Version appears in Plan Approvals

• Status remains Pending review

• Approval workflow restarts from Stage 1

Changes after approval process

Restore approval

Approvers can now reopen completed approvals from the review detail. Note: This is available only for Produce documents. Place assets can't be restored.

Available for:

• Approved or Rejected files

Who can restore:

• Any assigned Approver, or Approval Administrator

What happens after restore

• A new version of the file is created

• Status changes to Pending review

• Approval workflow restarts from Stage 1

• Previous versions, comments, and history are preserved

Produce integration updates

To support this flexibility:

• Documents in Pending review are now editable directly in Produce Launcher

• Editing behavior is consistent with Needs change state

• Approval logic is now fully version-based, ensuring all updates are tracked and reviewable