Product approval

Approving products sent by vendors by comparing with the approved version, rejecting with reasons, and undoing approval.

The product approval screen is where products uploaded or updated by vendors to the marketplace are reviewed before going live. It lists products awaiting approval and allows you to compare each product's submitted version side-by-side with the live approved version; you can approve the product or send it back to the vendor with a reason. If necessary, you can also undo the approval of an approved product here. This screen is used by the catalog and marketplace operations team.

Accessing the screen

Select Vendor management › Product approval from the left menu. Clicking on a product in the list opens the review page of the same screen.

If you do not see it in the menu, your account does not have permission for this screen. If you have permission to view products but not to approve, the list and review pages open, but the approve, reject, and undo approval buttons and row selection checkboxes are not visible.

Screen sections

• Header — Vendor products with the description Products uploaded by vendors and their approval state. below.
• Filter card — fields Product and SKU; below, the view selection Awaiting approval / Approved, and buttons Clear, Detailed filters, and Filter.
• List toolbar — Per page selection (15, 50, or 100), Filter result: N records info, refresh icon, and Columns menu.
• Bulk action bar — When rows are selected, shows N records selected above the table, bulk action buttons according to the view, and Clear selection.
• List — Each row is a vendor product; at the end of the row is a three-dot (Row actions) menu.

Views: Awaiting approval and Approved

The selection below the filter card determines which product pool is listed:

• Awaiting approval — Products sent by vendors that have not yet been decided. The screen opens with this view. You approve or reject products in this view.
• Approved — Approved products. You can undo approval in this view.

After changing the view, press the Filter button. Until pressed, the list is emptied and the message View changed — Press the Filter button to fetch results for the new view. appears; this prevents rows from the old view being mistakenly read as the new view.

Filtering and searching

Filters are applied by pressing the Filter button or pressing Enter while in a field. If there are unapplied changes, Filter is highlighted. Clear empties all filters and reloads the list.

Filters you select in the Detailed filters menu are remembered in your browser. Values of filters removed from the menu are also deleted.

List

You can show hidden columns from the Columns menu; your selection is saved in your browser. The list cannot be sorted by clicking column headers. Empty values are shown as —.

Clicking a row opens the product review page. You can also open the same page from the three-dot menu with Open details.

The total record count is calculated from the number of pages. The count after filtering may appear slightly higher than the actual number of products; fewer rows on the last page cause this.

Actions

Approving a product from the list

Used to quickly approve products that do not require detailed review. Approval from the list approves all pending changes of the product together.

For a single product:

1. In the Awaiting approval view, open the three-dot menu at the end of the product row.
2. Click Approve.

The action is performed without confirmation; the notification Product approved appears and the list refreshes.

For multiple products:

1. In the Awaiting approval view, check the selection boxes of the products to approve. Selection only covers products on the visible page; changing the page or filters clears the selection.
2. Click the Approve button in the bulk action bar.

If successful, the Approved notification appears, selection is cleared, and the list refreshes. If even one product cannot be approved, the Something went wrong notification appears with the first error reason; other products may still be approved. Refresh the list and check which products are still awaiting approval.

Rejecting a product

If the vendor's submission is incomplete or incorrect, you send the product back with a reason.

1. For a single product, select Reject from the row menu; for multiple products, select them and click the Reject button in the bulk action bar. The Reject button on the review page opens the same window.
2. In the Reject product (or Reject N products for bulk) window, fill in the Rejection reason field. The reason is shared with the vendor. You can write up to 1000 characters.
3. Click Reject.

If the reason is empty, the warning A rejection reason is required. appears below the field and the action is not performed. If successful, the Product rejected notification appears and the list refreshes; if rejected from the review page, you return to the list. The reason you write for bulk rejection is sent identically to all selected products. If the server rejects the action, the reason appears below the reason field and the window remains open. Closing the window without clicking Close is considered a cancel.

Undoing approval

Used to remove approval from a product approved by mistake.

1. Switch to the Approved view and press Filter.
2. For a single product, select Undo approval from the row menu; for multiple products, select them and click the Undo approval button in the bulk action bar.

The action is performed without confirmation. For a single product, the Approval undone notification appears; for bulk, Saved appears, and the list refreshes. If rejected, the Something went wrong notification appears.

Review page

The review page opened from the list shows the vendor-submitted version of the product in detail.

Top of the page

• Product approval list — Back button at top left. Returns to the list with the view you opened the product from and the first page; filters applied on the list are reset.
• Title — Product name (if none, Product …); below, vendor name and vendor code.
• Badges — Green Approved or yellow Awaiting approval. If the product is in catalog process, also a blue In catalog process badge. Next to these are SKU, barcode, model, and option code.
• Info strip — For products opened from the Approved view: Approved version is displayed; comparison is only done for products awaiting approval. For products without an approved version to compare: New product: no approved version live, all fields are submitted for the first time.

Comparison

For products awaiting approval that have a previously approved version, each field is shown side-by-side for the two versions. Fields are grouped into four sections: Product details (First name, Title, Short description, Description, VAT rate, Category), Price and stock (List price, Sale price, Stock), Images, and Attributes. Empty sections are not shown.

The Changes only checkbox is checked by default and shows the number of changed fields. When checked, only added, removed, or changed fields are shown; unchecking shows all fields. If no fields changed, No fields changed compared with the approved version. is shown.

Images are shown as thumbnails. Descriptions are converted to plain text and compared, showing the first four lines; only formatting or whitespace differences are ignored. Empty values appear as —.

No comparison is done for new products or products opened from the Approved view; the table only has Field and Sent columns.

If the approved version cannot be retrieved at the moment, the page still opens but without comparison and shows the New product strip. If you know the product was previously approved, refresh the page to see if the comparison appears.

Approving on the review page

For products awaiting approval, approval buttons appear to the right of the title:

• If the vendor's pending changes are categorized by type, a separate Approve (…) button appears for each type; the system code of the change type is shown in parentheses. This allows you to approve changes type by type.
• If no type information is available, a single Approve button approves the entire product.
• The Reject button opens the rejection window (see "Rejecting a product" steps above).

For products opened from the Approved view, only the Undo approval button is shown. Approval and undo actions are performed without confirmation; results appear as Product approved or Approval undone notifications and you remain on the page. Buttons are disabled during processing. If rejected, the Something went wrong notification appears.

Statuses

Common situations

• I changed the view, the list is empty and "View changed" is shown. Press the Filter button to get results for the new view.
• I do not see Approve / Reject options or selection boxes. Your account does not have product approval permission; you can only view products.
• Approve is not in the row menu, only Undo approval is. You are in the Approved view. Switch to Awaiting approval view and press Filter.
• Clicking Reject does nothing. The Rejection reason is empty. Write a reason the vendor can understand what to fix.
• No comparison columns on the review page. The product is new or opened from the Approved view; there is no second version to compare. The info strip at the top indicates which.
• Instead of the review page, "Something went wrong" is shown. The product could not be retrieved. Press Retry; if it persists, refresh the list and open the product again.

Related screens

• Vendors — to see vendors' Auto-approve products setting.
• Vendor detail — to edit vendor settings.
• My products — screen where vendors upload and edit products.
• Using list screens — common usage of filters, columns, and bulk selection.