How to remove approval permission from an Admin and retain other permissions

Leo Comia Updated by Leo Comia

Permissions Required: Prompt Admin or User Admin

Overview

In some cases, a user was previously assigned as an Approver while a General User, and later promoted to an Admin role. When this happens, their Approver permission may remain active alongside their Admin access.

This can be verified by running the User Permissions Report – a report that lists all users and their permissions within the organisation, including details such as department, section, and last logged on date. This report helps confirm whether the user still holds Approver permissions in any specific location.

This article explains how to remove the Approver permission while retaining the user’s other permissions.

Scenario

For example, a user was:

  • Initially, a General User
  • Assigned Approver (Publisher) permission in a specific Department or Section
  • Later promoted to Admin

After promotion, the Approver (Publisher) permission is still attached to that specific location.

To verify, run a User Permissions Report:

How to Remove the Approver Permission

Follow the steps below:

Step 1 – Go to User Permissions
  1. Navigate to Admin
  2. Select User Permissions
  3. Locate the relevant Department or Section where the user has Approver access
Step 2 – Remove the User from the Location
  1. Find the user in the list
  2. Click Edit beside their name
  3. Click Delete

This removes the user from that specific Department/Section, including the Approver (PUBLISHER) permission.

Step 3 – Add the User Back
  1. In the same Department or Section, click Add Users
  2. Select the same user
  3. Submit

When the user is re-added:

  • Their Admin role remains intact
  • Their other existing permissions are restored
  • The previous Approver permission is removed and can be verified in the User Permissions Report

Important Notes

  • This process only removes the user’s permission from the selected Department or Section.
  • It does not remove their Admin role.
  • Ensure you re-add the user to the correct location to maintain appropriate access.

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