DDM HelpApproving changes
The AI may read straight away. It may not change anything on its own: you approve every change yourself – a favourite just as much as new permissions for a category.
The preview first
Before anything is changed, DDM shows the result: what the change is, and for each affected entry its state before and after – the first 20 if there are many – plus what it brings about, and warnings. If the AI moves documents, for example, the preview looks like this:
File documents: Price list DE, Price list AT
• Price list DE: Sales / Price lists 2025 → Archive
• Price list AT: Sales / Price lists 2025 → Archive
Who sees the documents then follows their categories
Where you see the preview depends on the AI app.
Confirming in the AI app
If your AI app can ask you itself, it shows the preview and asks you. If you confirm, the change is made. If you decline, everything stays as it is. If you close the question without answering, the change waits in the CMS under AI actions.
Here it is your AI app that asks – DDM hands it the preview and takes your answer. If you want to see every change in DDM itself before it happens, leave the question unanswered and approve it under AI actions.
Approving in the CMS
If the AI app cannot ask, the AI replies with the preview and a link. The change then waits in the CMS:
Open AI actions
Click the link – or AI actions in the CMS. The number next to it shows how many changes are waiting for you.
Check the preview
Each action shows the AI app that requested it and the preview.
Approve or reject
Click Approve, and DDM makes the change. Reject discards it.
The AI learns the outcome when it asks (tool get_action_status). After approving, simply tell it that it can carry on.
Who can approve
- Only you. Under AI actions you see only your own proposals. Administrators cannot approve in your place either.
- Never the AI itself. DDM refuses an approval made through an AI app – the AI cannot approve its own proposals.
- Only while AI apps are switched on. If an administrator has since switched off Enable MCP server, pending proposals can no longer be approved.
What DDM checks on approval
When you approve, DDM checks your permissions again. If something has changed in the meantime – you are no longer an administrator, the category has been deleted – the change is not made; the action then shows as Failed.
In the audit log
Every change that is made appears in the audit log twice:
- as the change itself – such as Document re-filed – under your name, just like a change made by hand,
- and also as AI action carried out, with the change and the app's name. This entry is what shows that a change came through an AI app.
Rejected proposals appear there as AI action rejected. Expired proposals leave no entry.