Quick answers to common questions about who can submit and approve, how approval stages run, what happens when changes are requested, and how versions and outside reviewers work in Warrant.
Who can submit content for approval, and who can approve it?
When your company has Enforce capability permissions turned on, it depends on each person's roles:
Submit lets someone submit and resubmit assets for approval.
Approve lets someone approve, and only people with it can be picked as approvers.
Review lets a reviewer request changes and dismiss or restore findings.
Of the built-in role templates, Creator can upload, scan, comment and submit but not approve. LOB Reviewer can review and approve but not upload or submit. Proofreader can review but not approve. Submitter can view, scan and comment but, despite its name, cannot submit. Compliance Admin can do everything. If Separation of duties is on, nobody can approve something they submitted themselves.
If capability permissions are off, roles are not enforced and your existing access settings apply.
Learn more: Managing Roles & Permissions and the Capability Role and Permission Behavior Guide.
What is the difference between Admin and Super Admin?
Both access levels have full access to Warrant, and capability roles never restrict them. Both can manage settings, members, roles and groups. The differences are small:
Only a Super Admin can give someone the Super Admin access level or change another Super Admin's access level.
A few security settings are shown only to Super Admins.
Nobody can change their own access level. Note that a role with the Admin capability (such as Compliance Admin) is not the same as the Admin access level: it opens the Approvals and AI Policies settings, but Roles, Groups and Members need the Admin or Super Admin access level.
Learn more: Manage Team Members.
Can approval stages run at the same time, or only one after another?
Both. When you build a flow in Settings → Company → Approvals, choose one of these above each stage after the first:
Runs after previous stage (the default): the stage opens once the stage before it is complete.
Runs together with previous stage: both stages open at once. A later stage set to run after them waits until all of them are complete.
For example, Legal and Brand can review together, with Compliance signing off after both. The flow list labels each flow Sequential, Parallel or Mixed.
Learn more: Create New Approval Flow.
What do Any One and Everyone mean, and how do groups count?
Any One (OR): the stage is complete as soon as one approver approves.
Everyone (AND): every approver on the stage must approve.
When a group is an approver, its Group quorum decides how it counts: Any member (the default, one member approves for the whole group) or All members (every member must approve). All members only takes effect when the stage is set to Everyone (AND). If a group is paused, its members can't act on the stage until it is active again.
Learn more: Create and Manage Groups.
If changes are requested, does the asset start over or pick up where it was sent back?
It starts over at the first stage. When a reviewer in any stage clicks Request changes, the whole approval moves to Changes Requested. When the submitter resubmits, every stage reviews again from the beginning, including stages that had already approved. Earlier decisions stay in the asset's history. There is no setting to resume at the stage that sent it back.
To resubmit:
Open the asset and click Resubmit for approval.
Under Version to put forward, pick the updated version, or choose Upload new version….
Optionally describe what changed in Update Summary (optional).
Click Resubmit for Approval.
The asset goes back through the same approval flow. If you put a new version forward, the earlier approval is marked as superseded and kept in the audit trail, linked to the new one.
Learn more: Get Content Approved and Review and Approve Content.
How can I see what changed between versions, and whether earlier comments were resolved?
Scan results: open the asset and click Versions. The What changed section compares the scans of two versions and groups flags as Resolved (no longer found), New or Unchanged, with the change in compliance score. Here "Resolved" refers to scan flags, not comments.
Comments: comments belong to the version they were left on, and they are not carried forward to the next version. To check them, select the earlier version in the Versions panel, open the Notes tab and click Show resolved to see resolved threads alongside open ones. For a record across all versions, download the asset with Include file details & activity: the Comments section lists each comment's version and whether, when and by whom it was resolved.
Warrant does not offer a side-by-side visual comparison of two versions of an asset.
Learn more: Compare Scan Results Across Versions and Adding a New Version of a File.
Can we require a scan, or a minimum score, before something is submitted or resubmitted?
Yes, with two settings that work well together:
Minimum scan score to submit (on each approval flow, 0 to 100): assets scoring below it can't be submitted to that flow. An asset that has never been scanned has no score, so this check alone does not stop it.
Require completed scan before submit (in Settings → Company → Approvals): blocks submission until a scan has completed on the exact version being submitted.
Both checks run again when you resubmit with a new version, against that new version, so an unscanned revision can't slip through.
Learn more: Create New Approval Flow.
Can low-risk assets be approved automatically?
Yes. In Settings → Company → Approvals, with Require Approval for Assets on, choose the Approval trigger criteria:
High Risk Flags Only: assets with no high-risk findings are approved automatically.
High & Medium Risk Flags: assets with only low-risk findings (or none) are approved automatically.
Any Risk Flag: only assets with no findings are approved automatically.
Auto-approve above a score: assets whose score clears the Minimum score to auto-approve you set are approved automatically.
All Assets (Manual): nothing is approved automatically.
Auto-approval is checked when a scan finishes on an asset that is in Draft or Changes Requested. A scan that could not complete all of its checks never auto-approves. Each auto-approval is recorded in the Approvals History tab and on the asset, with the reason. Social posts in Reach can have their own setting, and a resubmitted post always goes to a person.
Learn more: Create New Approval Flow.
Can an outside agency or vendor approve without seeing everything?
Partly. Warrant does not have a separate guest or external reviewer account. An outside approver is invited like any other team member, and you then narrow what they can do and see:
Give them a narrow role. With capability permissions enforced, assign a role with only View and Approve (add Review if they should be able to request changes). See Managing Roles & Permissions.
Limit their content with access lists. Add them, or a group such as "Agency", to the access list of the folder, project or files they should review.
Route reviews to them. Add that person or group as an approver on a stage of the flow they review.
Things to know before you rely on this:
Content with no access list is visible to every member. To keep a vendor out of other folders, those folders need their own access lists, for example one granting your internal team group.
The Approvals page lists asset approvals from across your workspace, so an outside approver can see the names and status of items in review outside their folders, although they can't open those files.
Anyone with View can see the Brand Portal until you grant View Brand Portal to a role. After that, only people with that capability (or Manage Brand Portal or Admin) can open it.
Share links give view access to a single item to someone who signs in to Warrant. They can't be used to approve.
Learn more: Share a File with a Link and Create and Manage Groups.