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Publish a Managed Document, Process or Value Stream with the Approval Request Workflow

Publishing a managed document, process or value stream that requires multiple approvers with different approval levels.

Written by James Ross
Updated over 2 weeks ago

The system can be configured so that managed documents, processes, and value streams require approval before they are published.

One or multiple users can be required to approve a draft before it can be published. The same applies when publishing a new version of an item that is already live.

This approval step is an optional feature. If it is available for your organisation, ProcessPro Support can activate it for you. Please reach out to us for more information.

Quick Steps

  1. Open the item you want to request to publish.

  2. Click on the Edit Information button found at the top of the map.

  3. Ensure all the properties are correct. Set the review cycle and review date.

  4. Click Update to any changes.

  5. Click on the Actions icon found on the right-hand side in the diagram content.

  6. Select Request Approval to Publish.

    • NOTE: If the button says "Publish Process", the "Allow process approval" feature has not been activated.

    • If you want more information on the "allow process approval" feature for your company, please contact ProcessPro support for assistance.

  7. Add or update the roles responsible for approval.

    • Take note that the +{number} that appears below the role, indicates the users that are associated with that role.

  8. Set the approval levels.

  9. Click on Continue.

  10. Click on Request Approval.

  11. Add information about the publish in the summary of changes.

  12. While waiting for approval the status of the item will change to Awaiting Approval.

Default Approvers

The default approvers for each process are the required approval role, process experts, and the process owner. Additional approvers can be added, and process experts can be removed, but the process owner must approve the changes during the approval request workflow.

Process Approval Levels

ProcessPro has unlimited approval levels. Depending on the current approval level, the system will send approval tasks to those associated with the level. All users at a specific level will receive the task at the same time. If a user is associated with level two, they will only receive a task when level one is complete.

Require All

If Require All is selected, all roles and users associated with that level must approve the request to complete that level. If require all is not selected, then the first approval received will allow the approval level to move on.

Add Additional Approvers

Any number of additional roles can be added to approve at any level.

Summary of Changes

This is an optional step where information about the publication can be included. All approvers will see this information in their approval tasks, and the details are included in the history. For more information, see the summary of changes article.

Can I Remove an Approver if the Approval has Already Started?

No. In order to remove an approver if the approval has already started, you would need to decline the approval workflow, remove the user referenced, then request approval once more/restart the approval workflow.

Block Publish, Approval or Review if Roles are Unassigned

This company-level setting, 'Block Unassigned Roles', can be enabled to prevent approvals, reviews or publishing when required roles are not assigned to users.

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