Approval flows

Approval groups

Approval flows start with creating approval groups via Settings › Documents › Approval groups. An approval group is a selection of potential approvers who will need to approve a document as an approval group in series or in parallel. Approval group members will need to be selected to be part of an approval group. Selection of members can be made across various generic concepts of the platform or directly via named users.

Using named might result in additional ongoing admin. Using the generic concepts will results in approval flows built on logic of the organisation and dynamically adaptations at moments of change

Approval flows

Approval groups are combined in approval flows. Start by creating your flow via Settings › Documents › Approval flows.

Steps indicate serial (different step numbers) or parallel (same step number) approvals during the flow. The amount of required approvers is linked to each approval group via "quorum"

Assigning approval flows

Approval flows can be configured for each document type by selecting an approval flow. When these document types are selected, the approval flow will be applied regardless of the document category.

An exception can be made at category level and all corresponding sub categories. A new approval flows that overrides the default flow can be configured per document type.

When document categories correspond to departments, different approval flows can be configured per document type at departmental level.

Document Categories - Approvals

One can also override the approval flow for a certain type within a category. This starts from the document category page and can be configured only at document root level. It's a way to override the approval flow for a document and convert it to a specific flow for a document category

Actions to be taken

Approvers can do two main things:

• Approve - Agree with new version (with optional comments)

• Request changes - Do not agree with the new version (with optional comments)

When changes are requested, the approval flow is aborted. No new input can be given by other approvers. The author needs to start a new draft.

Authors can

• Submit for approval: start approval flow

• Cancel approval and return to draft: stop approval flow and prepare for new approval flow

Release date

The date on which the document becomes effective is either

• Effective on approval: Publishing a document immediate after last approval step

• Effective on date: Publishing a document at a set date (assuming approval flow is finished at that moment)

Document statusses

• Effective: Latest approved version, currently live and visible to all users

• Scheduled: Approved, but not yet effective. This will happen automatically at a later date

• Superseded: Replaced by a new version

• Draft: Work in progress. The document can be edited by multiple persons

• Approval: Routing for approval