The Approval Hub is a collaborative tool, which is why it is accessible to all users on a tenant by default.

To ensure that your critical information remains confidential and make proofs easier to manage, the Approval Hub uses a secondary role system that determines which tools and proofs a user has access to. Within this system a user can have one or more of the following roles.

Owner

Proof Owners act as administrators within the Approval Hub, giving them the ability can create, edit and delete proofs.

Any user with a tenant user role that has the "Manage Proofs" privilege automatically becomes an Owner, making them independent of individual proofs. For more details, please see the "User privilege index".

Reviewer

Reviewers support Approvers by reviewing proofs and providing feedback. They are only able to access proofs for which they have received an invitation.

Owners can invite any user as a Reviewer – regardless of their tenant role – to any review step except the final one. If a proof has only one step, no Reviewers can be assigned. When an Owner assigns Reviewers, they can choose one of the following proof-specific options.

Reviewer

This option is the default, allowing the user access to all comment tools and submit a decision about the proof.

Mandatory

This option provides the user the same access as the "Reviewer" option, but marks their review as required. A proof can only progress to the next review step, if all Mandatory Reviewers have submitted their feedback.

View Only

This option allows the user to view the proof and existing comments, but they are unable to leave comments of their own, reply or agree with comments, or make decisions regarding the proof.

Approver

Approvers make the final decision for the entire proof, either by approving it or creating a To-Do-list for the Owner. They are only able to access proofs for which they have received an invitation.

Owners can invite any user as Approver – regardless of their tenant role – but only to the the final review step.