Note
A version can be restored only if the file is not checked out by someone else.
2. Approve or Reject a File or List Item
Scenario/Problem:
You are the approver on a list or library, and you need to approve or
reject a file or list item that another user has submitted for approval.
Solution:
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 (refer to Figure 2).
To approve or reject a file or an item, you
select the row for that item and click the Approve or Reject button in
the Workflows section of the Files ribbon or Items ribbon (see Figure 3).
In addition, you can use the Approve/Reject option from the file or
list item’s drop-down context menu by clicking the three dots next to a
list item’s title, or the three dots next to a filename to open the
file’s information dialog and then opening the file’s drop-down menu by
clicking the three dots in the dialog.
FIGURE 2 Selecting Approve/Reject from the context menu or from the ribbon.
Clicking the Approve/Reject option or either
of 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 3). You can also add comments about your decision.
FIGURE 3 The screen enables you to change the status of a file or an item.
