README

Mail Approvers per Email extension for CiviCRM

Allows specifiying one or more ACL Groups that can approve Mailings for each "From Email Address".

Prerequisites

This extension works with the "workflow support" feature for CiviMail. As a result, it requires:

• CiviCRM 4.6 or greater
• Drupal
• The Drupal Rules module

Installation

1. Place the au.com.agileware.mailapprovers tree in your configured CiviCRM extensions directory.
2. Go to "Administer / System Settings / Extensions" (CiviCRM 4.7+) or "Administer / System Settings / Manage Extensions (CiviCRM 4.6) and enable the "Mail Approvers per Email (au.com.agileware.mailapprovers)" extension.
3. Go to "Administer / CiviMail / CiviMail Component Settings" and switch on "Enable workflow support for CiviMail" This will create three additional permission in Drupal; "CiviMail: create mailings", "CiviMail: schedule mailings", and "CiviMail: approve mailings".
4. Ensure that user roles that should be able to submit mailings for approval in CiviCRM have the "CiviMail: create mailings" and "CiviMail: schedule mailings" permissions, but Not "CiviMail: approve mailings" or "CiviMail: access CiviMail"
5. User roles that should be able to approve any mailing should have at least one of eithe the "CiviMail: approve mailings" or "CiviMail: access CiviMail" permission. These will bypass the extension's permission checks.

Configuration

After installing the extension, each "From Email Address" may have one or more "Approval Groups" associated with it to determine what users may automatically send Mailings or Approve other users' mailing for that From Email Address.

1. Create an "Access Control" type group and assign contacts to it as required.
2. Under the "From Email Address" Options form ("Mailings / From Email Addresses"), each option has an additional field "Approval Groups" - add your new group to this and save the "From Email Address" Option.
3. Leave this field blank to allow anyone who can schedule a Mailing to use this email address without approval.

Usage

• When creating a Mailing, the current user's groups are checked and if they are found to be in an ACL group that had access to approve Mailings for their select "From" email address, the Mailing will be automatically approved by the system on submission. Otherwise, the Mailing is queued for approval.
• Mailings that are currently pending approval will appear the list for "Scheduled and Sent Mailings" with an "Approve/Reject" link - this will be displayed to all users who have access to this list. If the user has access to approve mailings for the selected "From" email address, following this link will allow them them review the Email and either Approve or Reject it with an optional note advising the reason for their decision.
• Approved Mailings are treated as final by the system and will start processing on their scheduled date unless cancelled before then.
• Rejected Mailings have their schedule deleted; these become available again via the "Draft and Unscheduled Mailings" list where they can be continued as a Draft Mailing. Resubmitting a Rejected email for approval will restart the approval process for it.
• Administrators with "CiviMail: access CiviMail" or "CiviMail: approve mailings" permissions will have all Mailings automatically approved, and will be able to approve or reject any Mailing.

About the Authors

This CiviCRM extension was developed by Agileware with sponsorship by the Australian Greens

Agileware provide a range of CiviCRM services including:

• CiviCRM migration
• CiviCRM integration
• CiviCRM extension development
• CiviCRM support
• CiviCRM hosting
• CiviCRM remote training services.

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