This article explains how to configure the Cognidox Extended Approval plugin, whether you are using the cloud service or an on-premise setup. This allows you to specify that users must re-authenticate when approving certain documents.
See this article for some background, and this article for user setup. There is another article on creating your own approval manifest.
Videos in this article
What's in this article?
- Deployment overview
- Choosing an authentication provider
- Approval settings explained
- Extended approval requirement
- Custom approval manifests
- Custom backgrounds
- Additional settings
Plugin Setup
The video below takes you through the process of enabling and setting up the Extended Approval plugin. The remaining sections summarise the video content.
Watch the video
Deployment Overview
Depending on your environment, setup steps vary:
- Cloud Customers
If you're using our cloud service and your license includes Extended Approval, no additional setup is needed — you’re ready to go. - On-Premise Customers
You’ll need to install both the Extended Approval plugin and the Authenticator Code Extended Approval Provider plugin. These can be downloaded from our Support Site.
Choosing an Authentication Provider
The available authentication providers depend on your deployment type:
- Cloud-hosted customers:
- Cognidox password
- Authenticator Code Provider (required for Single Sign-On setups)
- On-premise customers:
- Authenticator Code Provider (recommended for Single Sign-On or LDAP environments)
Approval Settings Explained
Once authentication is enabled, you can fine-tune its behavior using the following settings:
| Setting | Description |
|---|---|
| Require extended approval for rejection | Enable authentication when rejecting items, not just approving them. |
| Show role or job | Displays fields for users to enter their role or job title during authentication. |
| Remember role | Pre-fills the role field with the last used value for convenience. |
| Approval roles | Defines the list of selectable roles to indicate the user’s signing authority. |
| Role help text | Provides guidance text to help users select their role. |
| Show meaning | Adds a "Meaning" field, allowing users to explain the reason for approval. |
| Require a meaning | Makes the "Meaning" field mandatory for all approvals. |
| Approval meanings | Predefines selectable meanings. If left empty, users can enter free text. |
Advanced Options
Extended Approval Requirement
Extended approval required for all documentsIf enabled, every approval will require authentication. If disabled, you can control authentication by:
- User group
- Document type
- Security profile
- Category
Tip: The most efficient method is by using security profiles.
Custom Approval Manifests
You can create your own approval manifest templates:
- Download the Approval Manifest Template (it's available in the Template Preview panel of the Extended Approval Plugin configuration page).
- Customize it as needed (the template is a simple HTML file).
- Upload it as a new document.
- Promote and approve the document.
- Enter the part number into the configuration field to apply your template.
Custom Backgrounds
To use a custom background in your approval manifest:
- Upload a document that contains the desired background.
- Ensure a PDF version is available.
- The system will apply the PDF as the background.
Additional Settings
- Page Size
We recommend A4 Portrait for most cases to match standard document sizes. - Fonts
You can select additional font options if your manifest template is customized. - Table of Contents Label
Defines a label that will appear in PDF readers’ table of contents, allowing users to jump directly to the manifest page.
Next Steps
That’s the complete setup! Once configured, your Extended Approval process will be active and aligned with your security and compliance requirements.
For advanced customization, refer to the separate article and video on creating approval manifests.