From the Admin > Groups > Workflows page, admin users can specify exactly which workflow states an approval group participates in.

The workflow that an asset follows during the Asset Bank approval process is defined in the <tomcat home>\webapps\asset-bank\WEB-INF\manager-config\workflow\workflows.xml file, each workflow is a collection of states and in the xml file the states can be shown to approval users through the use of the keyword 'approvers' in their visible-to attribute. Alerts can be sent to approval users by using 'approvers' in the send-to attribute of the alert definition.

The workflows page in the admin area allows admin users to make instances of the 'approvers' keyword in the workflows.xml file more specific and essentially enables them to filter the approval groups that can see an asset at a certain state marked with the 'approvers' keyword' or filter the users that receive an alert marked as being sent to 'approvers'.

The page is only relevant to groups that are able to approve asset uploads for at least one folder (i.e. groups have to have upload permission on the Admin > Groups > Folder Permissions page for at least one folder). If a group doesn't have the ability to approve any assets then this page will just show some information text explaining that the page isn't relevant to the group in question.

If a group does have approval rights then the page will list all states that they have the ability to approve assets at and by default 'all' will be ticked. The admin users can optionally restrict the states that the user can approve assets at or the states that they receive approver alerts from by unticking the 'all' checkbox and ticking specific workflow states.

Approval groups have to either have 'all' ticked or at least one of the states ticked.

Read more about Asset Bank's workflows. 

Workflows are complex to setup and are very important when deciding how your assets should be processed. The majority of instances of Asset Bank will happily make use of the default workflow that comes setup with the standard installation, if however you do feel you need to change your workflow and you are at all unsure about how to make the changes or the impact the changes will have on your current assets and their approval statuses you should get in touch.