Review Request Workflow Approver Getting Full Access to an Entity

Hello Ataccama,

I would like to share an observation regarding the behavior of the review workflow and approver access rights.

We have an entity with the review workflow enabled, where the approver is defined as a specific group (not based on stewardship assignments).

From my testing, I observed that when a user publishes the entity for the first time and the review workflow is triggered, the approver group automatically receives full access to the entity. This happens regardless of whether stewardship is assigned or not.

However, the behavior seems different when entities are uploaded in bulk from ONE Desktop. If multiple entities are imported without stewardship assigned, the review workflow is skipped during the initial publication. As a result, only the creator can access the entities, which is the expected behavior.

Later, if one of these entities is modified manually, the review workflow is triggered as expected. The approver group can review, approve, and publish the changes. Nevertheless, the approvers still do not receive access to the entity because the automatic access grant only occurs during the first publication, which was already completed during the bulk import.

This behavior feels somewhat counterintuitive. It seems unusual that a user or group can approve or reject changes for an entity while not having sufficient permissions to view that entity afterwards.

Could you please clarify whether this is the expected behavior?

Best regards,

Serban