Email Approver Feature

The Email Approver feature allows people to review and approve workflow tasks by email. The email can be sent to non-licensed collaborators who need access to Kapost for the purpose of approving assigned tasks.

Note: This feature is only available for content workflows. It is not supported for initiatives. Customers commonly use this feature for executive or legal review; stakeholders who do not need full access to Kapost, aren't regular users, but do need to sign off on assigned tasks.

Kapost provides an additional feature that allows non-licensed collaborators to add supporting attachments when a task is shared. For more information, contact your Kapost Customer Success Manager.

Note: The Email Approver will not be able to delete the existing supporting attachments.

The "Approver" (recipient of the emailed task) has the ability to:

1. Reply directly to the email. Their reply is captured in the content's activity stream.
2. Select the link in the email and upon opening, take the following actions:
   1. View a read-only copy of the content.
   2. See the task they were assigned (i.e. legal approval) and check it off.
   3. Leave a comment in activity stream.

   4. Using the doc annotations feature, leave a comment directly on the asset if it is a file or files can be downloaded for editing, then uploaded. Upon upload, the task status will update.

      Note: You cannot upload edited files if the task was shared with you and you are not a member of the Kapost instance. If the Kapost instance is integrated with Microsoft Office, a user must have a valid Microsoft 365 license. When a user is editing the file, the download option will be locked for other users until the editing process is complete.

Using the Email Approver Feature

1. When the Approver feature is enabled, click on the ellipses at the bottom right of the task and click on Share.



2. Enter your recipient's email, click enter and add a custom message.

   

   Note: If a customer clears the cache, the stored emails are deleted. The emails will display again upon re-entering them.

3. The recipient of the emailed task will get your message and a link to the asset in Kapost. Once on the content asset they can:
   1. See the title of the asset and message you sent
   2. See the task title and deadline as well as the body of the content
   3. Check off the task they were assigned which will be reflected in Kapost
   4. Comment in the activity feed with @mention capabilities
   5. Use the document annotation feature by clicking on the comment bubble under the body of the content if there is a document to edit.
   6. Download the document

      • Files can be edited and then uploaded to the content or updated in the rich text editor directly.

        Note: You cannot upload edited files if the task was shared with you and you are not a member of the Kapost instance.