Configure channel approval email notifications in Appspace to send approval requests to selected recipients. This article is for IT administrators who configure approval settings on Signage Channels and Playlist Channels. These steps cover how to enable email notifications, select recipients, and turn notifications off.
For: IT Administrator — Channel Approval Email Notifications
What's in this article:
Important: Email Notifications is disabled by default. Approval-request emails are sent only when Require Approvals and Email Notifications are both turned on and at least one eligible recipient is selected. The following rules apply:
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Only users who can approve or publish content for the channel can be selected.
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Select an eligible user group with Publisher permission for the channel. Notification delivery remains subject to each member's account status.
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The same user or user group cannot be selected more than once.
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A user selected both individually and through a user group receives one approval-request email for the same approval event.
When Email Notifications is turned off and saved, previously selected recipients remain stored and appear again when Email Notifications is turned back on.
Prerequisites
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Account Owner, Location Admin, or Publisher permission on the channel is required.
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Editors can manage channel content, but cannot configure channel settings.
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A Signage Channel or Playlist Channel must already exist.
Configure Email Notifications
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Log in to the Appspace console.
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Click the ☰ Appspace menu, and then click Channels.
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Open the Signage Channel or Playlist Channel.
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Click the Settings tab.
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Click Approvals.
The Approvals settings open for the selected channel. Email notification settings stay hidden until Require Approvals is turned on. The same email notification settings apply to Signage Channels and Playlist Channels.
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Turn on Require Approvals.
The email notification settings appear below the approval settings. When Require Approvals is off, the email notification settings stay hidden and no approval emails are sent.
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Select the editor actions that require publisher approval.
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Turn on Email Notifications.
The recipient field becomes available. When Email Notifications is off, the recipient field stays hidden and no approval-request emails are sent.
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In the recipient field, search for and select one or more recipients:
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All Publishers — Sends the approval-request email to every user who can approve or publish content for the channel. Selecting All Publishers clears individually selected users and user groups. Removing All Publishers clears the recipient field. Previously selected users and user groups are not restored.
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Users — Adds an individual user who can approve or publish content for the channel.
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User Groups — Adds an eligible user group with Publisher permission for the channel. Notification delivery remains subject to each member's account status.
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Users and user groups can be combined. Search by user name, email address, or user group name. Remove a selected recipient from the field to drop that recipient.
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Click Save.
When Email Notifications is enabled, select All Publishers or at least one eligible user or user group before saving.
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Click Cancel to discard unsaved recipient changes.
The last saved recipients are restored.
All Publishers Change Automatically
When All Publishers is selected, newly added eligible publishers receive future notifications, and publishers with removed permission stop receiving them. You do not need to update the selection.
Recipient Account Changes
Suspended users who are already selected appear greyed out and receive no emails. Deleted users and deleted user groups are removed from the saved recipients. Suspended users, deleted users, and deleted user groups cannot be newly selected.
Pending Users
Pending invited users can be selected. They receive no approval notifications until they activate their accounts. After activation, they receive future notifications without being added again.
Language Translation
Recipients receive approval emails in their individual preferred languages. When a recipient has no preferred language, the email uses the organization's default language. When the organization has no default language, the email is sent in English. Arabic approval emails use a right-to-left layout.
Manage Email Notifications
Use the Approvals settings to change recipients or turn email notifications off.
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Log in to the Appspace console.
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Click the ☰ Appspace menu, and then click Channels.
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Open the Signage Channel or Playlist Channel.
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Click the Settings tab.
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Click Approvals.
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Select one of the following options:
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Change recipients — Update the selected users, user groups, or All Publishers, and then click Save.
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Turn off Email Notifications — Turn off Email Notifications, and then click Save. The recipient field is hidden, and no approval-request emails are sent. Previously selected recipients remain stored and appear again when Email Notifications is turned back on.
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