Approval Workflow
General
Finished working on a draft? If you’ve set an approval workflow for that document type, the [Start Workflow] button in the upper toolbar. For document types that don’t require an approval workflow, such as forms, you’ll see the [Publish Draft] button instead.
The Workflow requires these 3 roles to approve the document, in this order:
- Editor
- Reviewer
- Approver
After one role approves the document, it is automatically sent to the next one for approval.
Need more than 3 approvers for a workflow?
You can add more people to each step. For example:
- Three Editors
- Two Reviewers
- One Approver
Want to set less than 3 approvers?
An organization may want to limit the workflow to 1 approver for special, one-time cases. For example, a specific procedure that only needs 1 approver. In this case, enter the user’s name for all three roles, like this:
- Editor – User X
- Reviewer – User X
- Approver – User X
If your organization wants to limit all workflows to fewer than 3 approvers by default, contact us for a custom update to this screen.
Tracking and Controlling the Workflow
As the Administrator, when you click [Workflow] from the Home page, you can check Workflow progress at a glance:
- Who has already approved
- Who still needs to approve, and for how long
If an approver rejects a document, it appears in the document management table. In that case, follow these steps:
- Cancel the current workflow.
- Make the necessary changes to the document.
- Start a new workflow process.