Some managed documents, processes and value streams may require multiple users to give approval for a draft to be published, or a new version of an already published item to be published. This is an additional feature that ProcessPro support can activate if it is available for your organisation.
Quick Steps
Open the item you want to request to publish
Click on the Edit Information button found at the top of the map
Ensure all the properties are correct. Set the review cycle and review date
Click Update to any changes
Click on the
Actions icon found on the right-hand side in the diagram content 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.
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
Set the approval levels
Click on Continue
Click on Request Approval
Add information about the publish in the summary of changes
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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