Review & approval

Once a run has finished, nothing is live yet. This page explains how to read what the AI produced, and how to have a colleague sign it off before anybody publishes it.

Reviewing and approving are two different things:

• Reviewing is just looking. Anyone with access to the shop can open the comparison and judge the text or the pictures. It costs nothing and changes nothing.
• Approval is a formal step with a record: somebody asks, somebody else decides, both get an email, and the decision is visible on the item forever.

Approval is optional by default. You can make it mandatory — see Approval as a gate before publishing at the bottom of this page.

Where all of this happens

Everything on this page happens on a single screen: the job page. Open a shop, then in the left sidebar go to All jobs and press View on the run you want. (Every task page — for example Products › Descriptions — also lists its own runs.)

Under the progress bar you get one row per generated item, with these columns:

• Product — the product, category or picture the item belongs to.
• Language — one product in one language is one item.
• Module — which task produced it, plus where it would be written, e.g. “Goes into the product description”.
• Status — Pending, Processing, Completed, Failed or Skipped.
• Review — the review state (see below).
• Push — whether it has been sent to your shop yet.
• Details — the Review button and, if there is one, a Prompt button.

Looking at what was generated

Press Review in a row. A window titled Generated output opens, headed with the item and its language.

Texts: current versus generated

For text items you see two columns side by side:

• Current shop content (as of last sync) — what stands in your shop today, on the left.
• Generated — the new text, on the right.

If a module produces several fields — meta content produces Meta title, Meta description and Meta keywords — each field gets its own comparison block. If your shop has nothing in that field yet, only the generated column is shown.

Pictures: choosing among the generated images

For picture tasks the window shows a grid headed Generated images. If the product or category already has a cover, it appears first, labelled Current cover, so you can compare like for like.

Each generated picture is a card labelled Image 1, Image 2 and so on, with a checkbox. Tick the pictures you actually want. Only ticked pictures are sent when you later publish that item — this is how you order three variations of one prompt and keep the best.

The Prompt button next to Review opens the Prompt log: the exact instructions and inputs used for that item. It is the fastest way to work out why a result went wrong before you regenerate it.

If you are not happy

Tick the rows you want to redo and press Regenerate selected in the toolbar above the table. You are asked to confirm, because regenerating replaces the existing result and costs credits a second time. Items that are currently waiting for an approval decision, or that are being sent to your shop right now, are skipped and you are told how many.

The four review states

A rejection does not delete anything. The generated text is still there — regenerate the item, or edit the settings and run again.

Asking for approval

You need the Editor role or higher. Auditors cannot request approval.

1. On the job page, tick the items you want signed off. Only items with the status Completed can be included.
2. Optional: if expert mode is switched on and the shop has more than one possible approver, an Assign to: dropdown appears. Leave it on Any Owner or Manager to notify everybody who may decide, or pick one person to make it their job.
3. Press Request approval. The button shows how many items you have ticked.

The selected rows switch to Review requested and you get a confirmation with the number of items.

Two things are quietly filtered out, so you do not create overlapping requests: items that are not Completed, and items that are already waiting for a decision. If everything you ticked was already waiting, you get “Every item you selected is already waiting for a decision.” and nothing is created.

Who gets the email

An email goes out immediately, subject “Approval requested for ‘your shop’”. It says “… has asked you to review N generated text(s) in the shop ….” and carries an Open the approvals inbox button.

• If you assigned the request to one person, only that person is emailed.
• If you left it unassigned, every Owner and Manager of the shop is emailed. The first one to decide, decides.

Approving or rejecting

Deciding requires the Owner or Manager role. Editors and Auditors never see the buttons.

The two inboxes

There are two ways in, and they show the same requests from different angles:

• Approvals in the main left sidebar (outside any shop) is your personal inbox: “Pending approval requests from every shop where you can approve content.” It is a table with Shop, Requested by, Items, Assigned to and Requested at, plus an Open button. Only open requests appear here. Use this one when you just want to know whether anything is waiting for you anywhere.
• Approvals inside a shop’s sidebar shows “Recent and pending approval requests for this shop.” — including everything already decided, with the comment and who decided when. This is where you actually approve or reject.

Making the decision

1. Open Approvals in the shop’s sidebar (or press Open in your personal inbox, which takes you there).
2. Each request is a card: Request from <email>, a status badge, the date, the number of items and the assignee.
3. Before you decide, press Open job to look at the actual content. The card only tells you how many items there are, not what they say — use the Review button on each row.
4. Back on the request, write into Comment (required to reject) if you want to explain yourself.
5. Press Approve or Reject.

Items that changed after the request were frozen out

An approval request records exactly which content it covers. If somebody regenerates an item — or it is decided through another request — between the request and your decision, that item keeps its previous state and is not covered by your decision. You are told how many: “N item(s) kept their previous state: they were regenerated or already reviewed after this approval was requested.”

Without this rule you could approve a text, someone could quietly regenerate it, and completely unread content would inherit your approval and go live. If you see that message, look at the affected rows again and ask for a fresh approval.

The decision email

The person who asked gets an email — and only that person, in their own language. The subject is “Your content for ‘your shop’ was approved” or “… was not approved”. Your comment appears under Their note, and an Open the job button leads straight back to the run.

No email is ever sent when content is actually published to your shop. Approval and publishing are separate steps.

Approval as a gate before publishing

By default, approval is a courtesy: anybody with push permission may publish, approved or not. You can turn it into a hard rule.

1. In the shop sidebar, open Settings › Configuration (Owners and Managers only).
2. Scroll to the Approval card — “Gate push behind an explicit approval step.”
3. Tick Require approval before push and save that card.

From then on:

• The job page toolbar warns “Approval is required before push — unapproved items are skipped.”
• The confirmation page before publishing adds the line “Items that have not been approved yet are skipped.”
• If you publish a mixed selection, only the approved items go through and you are told how many were skipped: “N item(s) skipped because they still need approval.” Nothing fails — you simply publish the rest afterwards.

Switching the setting off again does not un-approve anything; it only stops the check from running.

When you are happy with a batch, continue with Sending content to your shop.