In KCM, you can also manage Changesets from an external workflow system, which allows for a more flexible way to approve content changes. For example, this approach may be useful when changes need to be approved by multiple people in your organization before they are published. Such Changesets are created and controlled using a set of API calls.

In KCM Designer, the flag "This Changeset is subject to external approval" appears in the Details pane for Changesets managed externally. You cannot edit objects in such a Changeset when it is locked by an external application.

Unlike regular Changesets, the status of an externally controlled Changeset does not depend on the status of its objects and can be one of the following: In development, Under review, Approved, or Published.

• If the Changeset has the In development status and does not contain any In development or Rejected objects, you can submit it for review. To do so, click the Changeset and then click Submit for review in the Publication Workflow pane on the right. Enter a comment for the changes and click OK. The Changeset receives the Under review status, and its objects can no longer be edited until the changes are approved by an external application.

  • When the changes are approved externally, the Changeset receives the Approved status, and all its objects that were in the Draft status become Accepted. Now you can publish the Changeset. To do so, click the Changeset, click Publish in the Publication Workflow pane, enter a comment, and then click OK. The Changeset receives the Published status and automatically becomes deactivated.

  • If the changes are rejected externally, the Changeset is moved back to In development, and a comment is provided in the Publication Workflow pane describing the reason for rejecting the changes. Make the necessary changes and submit the Changeset for review once again.

• You can decline the approved changes if you have sufficient reasons and permissions to do so.

  Important The decline action may break references between objects and must only be used as an exception. The action moves the already accepted objects to the state Rejected, and you cannot promote the Changeset anew until all its objects are checked and corrected as required. The action does not affect published objects, if any.
  Click the Changeset and then click Retract Approval. Be sure to read the warning message and then click OK to proceed. Enter a comment describing the reason to retract the approval and then click OK again.

  The Changeset is moved back to In development. All objects that were modified in this Changeset become Rejected. Make the necessary changes to the objects and then click Submit for review to promote the Changeset once again.

To see how many objects with different statuses a Changeset contains, click it and then click Show details in the Details pane on the right.