Approval Workflows are useful when you need to limit a user's permissions for a specific action. In this case, it restricts the ability to publish replies to reviews. Instead, another user must approve the response before it is published.

Users who require response approval can write a reply, but it will not be published immediately. A warning message will appear: “This reply is pending approval.”

Conversely, users with the “User can publish and approve responses” permission can take the following actions on pending replies:

• Decline: Removes the message from the replies section. It cannot be retrieved and will not be published.

• Edit: Allows the user to modify the message in the reply text bar and resubmit it. Once submitted, the editing user becomes the new reply author (visible internally), and the message is published to the directory.

• Approve: Publishes the reply without any changes. The original author is retained and the message is published to the directory.

All pending replies are accessible via a separate “Pending approvals” tab at the top of the review Inbox, making them easy to find and manage.