Approve or reject a pending submission

When a Web page is created in a site, items that are included on that page may require approval to be published. Items that have been submitted for approval but have not been approved or rejected are said to be pending. If the items are not approved, they may be displayed incorrectly or not at all. You can use the Unpublished Items Report to discover which items that are on a page are not displayed correctly because they have not been approved.

You can also approve pending submissions that are in a list or library, without using the Unpublished Items Report.

What do you want to do?


Check a page for pending submissions

To check a page for pending submissions, do the following:

  1. On the ribbon, click the Page tab, and then in the Page Actions group, click Draft Check.
  2. If there are unpublished items on the page, a warning message appears near the top of page. Click the full report link that appears in the message. The Unpublished Items Report opens in a new window.
  3. Items that are in the Unpublished Items Report each have an issue type. Items that refer to pending submissions belong to one of two issue types:
    • Old Version     Items that have this issue type refer to submissions that have been approved and published in the past but have changed. The new versions of these submissions have not been approved or published. The previously published versions are still available.
    • Not Approved     Items that have this issue type refer to submissions that have not been approved and published.
  4. Click the address (URL) of an item in the report to open the corresponding pending submission in a new window that allows you to approve or reject it.

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Approve a pending submission

A pending submission can be either a page or an item or file that is in a list or library. When you click the URL of an item that is in the Unpublished Items Report, the window that opens provides a slightly different method for approval or rejection, depending on whether the submission is a page or is a file or list item.

Approve a pending page

  1. On the Web page that you opened by clicking the URL in the Unpublished Items Report, click Approve on the Publish tab.
  2. You can optionally type comments in the box provided in the Approve dialog box.
  3. The page is approved as a new major version. If the page is scheduled for immediate publication (by default, this is the case), it is also published.

Approve a pending file or list item

  1. On the Web page that you opened by clicking the URL in the Unpublished Items Report, click Approve/Reject on the View tab.
  2. In the Approval Status section, click Approve.
  3. You can optionally type comments in the box provided in the Comment section.
  4. Click OK. The file or item is approved, and the library or list that contains the file or item is displayed.

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Reject a pending submission

A pending submission can be either a page or an item or file that is in a list or library. When you click the URL of an item that is in the Unpublished Items Report, the window that opens provides a slightly different method for approval or rejection, depending on whether the submission is a page or is a file or list item.

Reject a pending page

  1. On the Web page that you opened by clicking the URL in the Unpublished Items Report, click Reject on the Publish tab.
  2. The page is rejected. The page version number does not change, and the page is not published.

Reject a pending file or list item

  1. On the Web page that you opened by clicking the URL in the Unpublished Items Report, click Approve/Reject on the View tab.
  2. In the Approval Status section, click Rejected.
  3. You can optionally type comments in the box provided in the Comment section.
  4. Click OK. The file or item is rejected, and the library or list that contains the file or item is displayed.

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Applies to:
SharePoint Server 2010