Content Approval Process in KM

Dear All,
We have a requirement like this:
A content author writes some content and publishes in for approval. But if we use <b>SAP's in-built content publishing mechanism in KM</b>, the content author can always go back to the document (submitted for approval) and change it. Our requirement forbids such a process.
Is there any way by which we can revoke the write permission of the content author after he submits the document for approval?
Please share the code if you have.
Kind regards,
Sreejesh.

Hi Sreejesh,
again, I think the standard really makes sense, for it is up to a content writer if he submits content for approval or not, and for that it also makes sense that he can change the document.
Anyhow, your requirement may be fulfilled by implementing a repository service, which reacts an approval state change and removes write permission for the author once the state switches to "submitted for approval".
Hope it helps
Detlev

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    Hi Soundar_SP,
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  • Multi-step content approval process

    Dear All,
    We have a requirement like this:
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    Hi Sreejesh,
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    Hi Venu,
    have a look under System Administration - System Configuration -- Knowledge Management -- Configuration --Content Management -- User Interface -- Commands -- UI Command Groups -- StatemanagementGroup.
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    G'Day All,
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    Hiya Colleen,
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    Leo..

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    Hi Bertina,
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    Dear customer,
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  • Creation of Approval process folder in KM

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    Sheril

    HiParam,
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  • Portal Approval Process

    Hi all,
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    Hello,
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  • SAP Business one Workflow Approval process

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    Justice

    Hi,
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    How to use Approval Procedures in SAP Business One - YouTube
    A Demonstration of Workflows, Approvals and Alerts in SAP Business One 8.8 - YouTube
    Thanks & Regards,
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  • APPROVAL PROCESS WORK FLOW

    Hi,
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    How can I avoid that mistake? Ho can I limit the creation of new folders just for the administrator?
    Thanx

    Hi
    Thanks for your response.
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    PO_REQAPPROVAL_INIT1.Start_WF_Process ( ItemType => ItemType,
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              ActionOriginatedFrom => L_ActionOriginatedFrom,
                        DocumentID => DocumentID,
                   DocumentNumber => DocumentNumber,
                        PreparerID => PreparerID,
                   DocumentTypeCode => DocumentTypeCode,
                   DocumentSubtype => DocumentSubtype,
                   SubmitterAction => L_RequestorAction,
                   forwardToID => nvl(forwardToID,PreparerID),
                   forwardFromID => forwardFromID,
                   DefaultApprovalPathID => DefaultApprovalPathID,
                        Note => DocumentNote,
                        printFlag => print_check );
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    Thanks in advance,
    Shabbeer

  • Approval process and publishing a document

    Hi,
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    how can the published contents be made visible for readers?
    Thanks in advance,
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    Hi,
    First, you have to active Status Management Service  (statemngt)in your repository, after that you have to restart portal.
    http://help.sap.com/saphelp_nw04s/helpdata/en/69/d96b86a84611d5993600508b6b8b11/frameset.htm
    Then in your folder, details->setting->approval->you define step and approvers.
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    Patricio.
    > Hi,
    > i have two tiers of approval for my folder and how
    > how does someone approve the  contents,i mean how
    > does the folder passes on to next tier for approval
    > and how is it finally published?
    > how can the published contents be made visible for
    > readers?
    >
    > Thanks in advance,
    > jules

  • Are page creators / owners affected by approval process

    I have a user who has created a page. The approval process for a page is setup so a content administrator approves content. However when the page creater adds an item to the page, it does not seem to go through the approval process. Is this a bug?
    Orlando Kelly
    Cayman Islands Government

    Well, the user has to be hiding in there somewhere. How did the user have the access rights to create the page in the first place? They either have to be in a top level portal administration group or have manage rights on the page group level. Both of these will have to be removed
    1) Check what groups the user is in by editing the user and scrolling down to the Exisiting Group membership section towards the bottom. Check for membership in DBA, PORTAL_ADMINISTRATION, etc. If any of those are listed, edit the corresponding group and remove that user from the group
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    3) Check the page properties on the specific page in question and verify what access the user has on the page. It should be MANAGE ITEMS WITH APPROVAL
    Rgds/Mark M.

  • Approved invoices can not be edited  - Approval process

    Hi Experts -
    I have recently raised an incident with SAP about Approval process - the complete message and support reply is as follows - but i believe we need a change in the approval process - if the approval required is only one but you have defined two people (Either or OR) in the approver list - the system should allow the document to be edited if one of the approvers reject it.
    please let me know and i believe we need  a change in design - unless otherwise a solid reason is given to justify the existing design
    10.07.2009 10:32 Description (English) by SRS Manian
         We have created approval procedure for all the invoices which are entered into the system., The
    'Accts' user enters the invoice into the system - the invoice comes for approval to 'Manager' user.
    When the Manager opens the invoice via Alert window - he/she wants to modify certain information
    (lines as well as Sales person) and approve it.
    The invoice which gets opened from the alert window - does not allow the user 'Manager' to modify at
    all. All the information on the invoice are greyed out.
    The system should allow the user 'Manager' to modify the information. Since the manager has full
    authorization to the system.
    10.07.2009 10:35 Info to Reporter by SAP
         Dear Partner/Customer,
    We have received your inquiry and are currently processing it.
    You will be contacted with a solution or an update as soon as possible.
    For further details regarding the phase your message is in at the
    moment please refer to:
    http://service.sap.com/%7Esapidb/011000358700000575782007E
    Kind regards,
    SAP Business One Product Support
    10.07.2009 10:59 Reply to Reporter by SAP
         Dear Manian,
    Thank you for contacting us.
    When the originator sends the document for manager's approval, note that the at that stage, the document is still in the 'Approval Process'. This is because the system is waiting for the 'Manager' to 'Approve or Reject' the document. Hence, looking at the Document, it is still in 'Draft - Pending' Status.
    When the document is in 'Draft-Pending' Status, the document is not available for editing, because the system considers that it is still in the waiting process. In your case, the manager cannot edit t he document.
    To amend the document, an action is required from the approver either to reject it first. Once rejected, it can be amended and re-sent for approval.
    I have checked our knowledge base and noted that there is an article which describes the approval process. Please refer to the Expert on Phone Wiki Article (March 2009) with title: Why a draft documen t in an approval process cannot be modified by the originator?
    The link will provide the explanation:
    https://www.sdn.sap.com/irj/scn/wiki?path=/pages/viewpage.action&pageid=88735894
    I have also attached Notes 1321234 and 1111431 for your reference.
    Best regards,
    Lorna Real
    Support Consultant
    Product Support for SAP Business One
    SAP Ireland 
    10.07.2009 11:59 Reply to Support Center  by SRS Manian
         Thanks for the reply. The scenario is when the Manager receives the
    document for approval, he wanted to edit and add it. Your reply (and
    documentations) states that it needs to be rejected first before it is
    available for editing. When it is gets rejected - the person who
    orignated the document gets an alert and he can edit it. Here the
    Manager must get an alert so that he can edit the Rejected document.
    When the 'manager' rejects the document, and goes back to the alert
    window to open the document - it is still greyed out !!
    How does the 'manager' reject the document and edits it ?
    regards
    Manian 
    10.07.2009 12:11 Reply to Reporter by SAP
         Dear Manian,
    If after the Manager rejects it and still the document is not editable (greyed out), it means that the document may still be in the 'Approval Process'. When it is greyed out, what is the status of the document in the header? Does it say 'Rejected' or 'Pending'?
    If it is still in 'Pending' mode, please verify the number of 'Approvers' set in the 'Stages' tab of the 'Approval Template - Setup' window. If there is more than one user listed as 'Approver', and o nly 1 approval is required, the system provides an opportunity to other 'Approvers' to approve or reject the document. If in your case, the number of approvers is 2, and manager 'rejected' it, the sys tem still keeps the document in Pending status as it waits for another approver's decision to reject or approve it.
    Also, verify the number of 'Approvals' required. If the number of 'Approvers' who have not rendered their decision is greater than or equal to the 'Approvals' required (e.g. approvers - 2, required ap provals - 2) the system keeps the document within the approval process. This is to allow the other 'Approvers' to decide on the document.
    I hope this clarifies the behaviour. If you can provide us a step by step screenshot of the issue, this may help us to provide a more accurate response.
    Best regards,
    Lorna Real
    Support Consultant
    Product Support for SAP Business One
    SAP Ireland 
    10.07.2009 12:28 Reply to Support Center  by SRS Manian
         Hi:
    The status of the document in the Header says 'Pending' and the status
    below the document number says 'Suspended' - it is not showing as 'Draft'
    Regards
    Manian 
    10.07.2009 12:42 Call to Customer / Partner by SAP
         Performed on: 10.07.2009 10:41:59 (UK)
    Contact person: SRS Manian
    Status of discussion: Customer not reached
    Subject:
    Called the partner but currently engaged on another line.
    Would like to hold a webex. 
    10.07.2009 12:42 Reply to Reporter by SAP
         Dear Manian,
    I'm trying to call you but there was no response on your mobile.
    When the header says 'Pending', then it means the document is still within the approval process. Please check the Approval Template and see the number of approvers and the number of approvals require d.
    The number of approvals and approvers may be greater than 1. In this case, the system waits for other approvers to approve or reject the document. Once all the approvers have rejected the document, th en the document will be released and available for editing.
    Best regards,
    Lorna Real
    Support Consultant
    Product Support for SAP Business One
    SAP Ireland 
    10.07.2009 18:11 Reply to Support Center  by SRS Manian
         Hi:
    Thanks for the reply - i tried this and found out the following:
    1 - In the approval templates - we had mentioned number of approvals
    required as '1'.
    2 - in the number of approvers - we had mentioned two users
    Though the template requires only one approvals (Either or OR) the system
    expects both of them to approve or reject -
    Can u please let me why is this behaving like this - or is this is the
    way it is designed ? - if this is the way it is designed - i beleive it
    is wrong - weneed to give a solution to the customer
    regards
    Manian 
    11.07.2009 05:52 Reply to Reporter by SAP
         Dear Manian,
    Thank you for the information. The behaviour is a current system definition documented as per Note 1321234. I have attached the said Note for your reference. When only 1 approval is required and there are 2 or more persons are allowed to approve the document, the document does not get automatically rejected when 1 person 'rejects' it. The system waits for other approvers to render their decision b ecause a person may still approve or reject the document.
    The design is not an application error. If you would like to change this design, please post your requirement in our SAP Business One Product Development Collaboration
    forum. You can find the forum in this link:
    /community [original link is broken]
    The forum is beingmoderated by members of the Solution Management team specialized in certain areas, according to the folder you are in. Partners can impact the design of specific features by posting suggestions and feedback at this forum. Kindly refer to Note 1028874 which describes more on the above process.
    As the request will be handled through another process, we kindly request that this support message be closed.
    Thank you for your understanding.
    Best regards,
    Lorna Real
    Support Consultant
    SAP Product Support for SAP Business One
    SAP Ireland 
    11.07.2009 09:02 Reply to Support Center  by SRS Manian
         Hi Thanks for the reply - however, the solution given doesnot address the
    problem we are beingfaced with our client
    Is there a Development Request we can raise so that this problem is
    addressed in future
    I am going ahead and confirming this Message though
    regards
    Manian 
    11.07.2009 10:04 Reply to Reporter by SAP
         Dear Manian,
    Thanks for the information. I understand the customer's requirement. As previously mentioned, please log a development request in this link:
    /community [original link is broken] This is from Note 1028874.
    Unfortunately,we at the support centre does not have access to the list of development requests. Hence, kindly follow the process in Note 1028874.
    I'm sending the message back to your side for confirmation.
    Best regards,
    Lorna Real
    Support Consultant
    Product Support for SAP Business One
    SAP Ireland 
    SAP Notes           
    Number     Short text
    0001035200
    Issue can be solved via existing documentation
    0001111431
    Deleting rejected draft documents.
    0001167635
    Maintenance Policy (L)
    0001321234
    Status of a document rejected within the Approval Process.

    Hi Gordon - thanks for the reply - i am sorry i never realized that the message i raised could be messed up like this - the following is a clear message with some paragraphs:
    Hi Experts - I have recently raised an incident with SAP about Approval process - the complete message and support reply is as follows - but i believe we need a change in the approval process - if the approval required is only one but you have defined two people (Either or OR) in the approver list - the system should allow the document to be edited if one of the approvers reject it. please let me know and i believe we need a change in design - unless otherwise a solid reason is given to justify the existing design
    SRS Manian We have created approval procedure for all the invoices which are entered into the system., The 'Accts' user enters the invoice into the system - the invoice comes for approval to 'Manager' user. When the Manager opens the invoice via Alert window - he/she wants to modify certain information (lines as well as Sales person) and approve it. The invoice which gets opened from the alert window - does not allow the user 'Manager' to modify at all. All the information on the invoice are greyed out. The system should allow the user 'Manager' to modify the information. Since the manager has full authorization to the system.
    Reply to Reporter by SAP Dear Manian,
    Thank you for contacting us. When the originator sends the document for manager's approval, note that the at that stage, the document is still in the 'Approval Process'. This is because the system is waiting for the 'Manager' to 'Approve or Reject' the document. Hence, looking at the Document, it is still in 'Draft - Pending' Status. When the document is in 'Draft-Pending' Status, the document is not available for editing, because the system considers that it is still in the waiting process. In your case, the manager cannot edit t he document. To amend the document, an action is required from the approver either to reject it first. Once rejected, it can be amended and re-sent for approval. I have checked our knowledge base and noted that there is an article which describes the approval process. Please refer to the Expert on Phone Wiki Article (March 2009) with title: Why a draft documen t in an approval process cannot be modified by the originator? The link will provide the explanation:
    https://www.sdn.sap.com/irj/scn/wiki?path=/pages/viewpage.action&pageid=88735894
    I have also attached Notes 1321234 and 1111431 for your reference. Best regards, Lorna Real Support Consultant Product Support for SAP Business One SAP Ireland 10.07.2009 11:59
    Reply to Support Center by SRS Manian
    Thanks for the reply.
    The scenario is when the Manager receives the document for approval, he wanted to edit and add it. Your reply (and documentations) states that it needs to be rejected first before it is available for editing. When it is gets rejected - the person who orignated the document gets an alert and he can edit it. Here the Manager must get an alert so that he can edit the Rejected document. When the 'manager' rejects the document, and goes back to the alert window to open the document - it is still greyed out !! How does the 'manager' reject the document and edits it ? regards Manian
    Reply to Reporter by SAP
    Dear Manian, If after the Manager rejects it and still the document is not editable (greyed out), it means that the document may still be in the 'Approval Process'. When it is greyed out, what is the status of the document in the header? Does it say 'Rejected' or 'Pending'? If it is still in 'Pending' mode, please verify the number of 'Approvers' set in the 'Stages' tab of the 'Approval Template - Setup' window. If there is more than one user listed as 'Approver', and o nly 1 approval is required, the system provides an opportunity to other 'Approvers' to approve or reject the document. If in your case, the number of approvers is 2, and manager 'rejected' it, the sys tem still keeps the document in Pending status as it waits for another approver's decision to reject or approve it. Also, verify the number of 'Approvals' required. If the number of 'Approvers' who have not rendered their decision is greater than or equal to the 'Approvals' required (e.g. approvers - 2, required ap provals - 2) the system keeps the document within the approval process. This is to allow the other 'Approvers' to decide on the document. I hope this clarifies the behaviour. If you can provide us a step by step screenshot of the issue, this may help us to provide a more accurate response.
    Best regards,
    Lorna Real Support Consultant Product Support for SAP Business One SAP Ireland
    Reply to Support Center by SRS Manian
    Hi: The status of the document in the Header says 'Pending' and the status below the document number says 'Suspended' - it is not showing as 'Draft'
    Regards
    Manian 10.07.2009 12:42
    Reply to Reporter by SAP
    Dear Manian,
    I'm trying to call you but there was no response on your mobile. When the header says 'Pending', then it means the document is still within the approval process. Please check the Approval Template and see the number of approvers and the number of approvals require d. The number of approvals and approvers may be greater than 1. In this case, the system waits for other approvers to approve or reject the document. Once all the approvers have rejected the document, th en the document will be released and available for editing.
    Best regards,
    Lorna Real Support Consultant Product Support for SAP Business One SAP Ireland
    Reply to Support Center by SRS Manian
    Hi: Thanks for the reply - i tried this and found out the following: 1 - In the approval templates - we had mentioned number of approvals required as '1'. 2 - in the number of approvers - we had mentioned two users Though the template requires only one approvals (Either or OR) the system expects both of them to approve or reject - Can u please let me why is this behaving like this - or is this is the way it is designed ? - if this is the way it is designed - i beleive it is wrong - weneed to give a solution to the customer
    regards
    Manian
    Reply to Reporter by SAP
    Dear Manian,
    Thank you for the information. The behaviour is a current system definition documented as per Note 1321234. I have attached the said Note for your reference. When only 1 approval is required and there are 2 or more persons are allowed to approve the document, the document does not get automatically rejected when 1 person 'rejects' it. The system waits for other approvers to render their decision because a person may still approve or reject the document.
    The design is not an application error. If you would like to change this design, please post your requirement in our SAP Business One Product  Development Collaboration forum.
    You can find the forum in this link:
    /community [original link is broken]
    The forum is being moderated by members of the Solution Management team specialized in certain areas, according to the folder you are in. Partners can impact the design of specific features by posting suggestions and feedback at this forum.
    Kindly refer to Note 1028874 which describes more on the above process.
    As the request will be handled through another process, we kindly request that this support message be closed. Thank you for your understanding.
    Best regards,
    Lorna Real Support Consultant SAP Product Support for SAP Business One SAP Ireland
    Reply to Support Center by SRS Manian
    Hi Thanks for the reply - however, the solution given does not address the problem we are being faced with our client Is there a Development Request we can raise so that this problem is addressed in future I am going ahead and confirming this Message though
    regards
    Manian
    Reply to Reporter by SAP Dear Manian,
    Thanks for the information. I understand the customer's requirement. As previously mentioned, please log a development request in this link:
    /community [original link is broken]
    This is from Note 1028874.
    Unfortunately, we at the support centre does not have access to the list of development requests. Hence, kindly follow the process in Note 1028874. I'm sending the message back to your side for confirmation.
    Best regards,
    Lorna Real Support Consultant Product Support for SAP Business One SAP Ireland

  • Approval process (Release strategy of scheduling agreement)

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