The content in this article is based on the feature's release version.
Please check below for any updates.
▼[Overview] What is the Approval Workflow?
https://help.teachme.jp/hc/en-us/articles/6525619225753
Thank you for your continued use of Teachme Biz.
We are implementing a major renewal to make the approval workflow feature more flexible and practical.
Overview
Feature Overview
- In folders with approval workflow enabled, setting approvers will be mandatory
- Approval stages can be set from 1 stage up to a maximum of 5 stages
- Up to 10 approvers can be set for each stage, and "all approval" or "single approval" rules can be selected for each stage
- It will be possible to restrict approvals to only users set in the workflow
Scheduled Release Date
2025/10/31 Released
No additional application procedures are required for implementing this change.
Target Plans
All plans that can use the approval workflow feature are covered.
There are no changes or additions to usage fees associated with this change.
Please check the link for plan details.
▼[Overview] What is the Approval Workflow?
https://help.teachme.jp/hc/ja/articles/6525619225753
Supported Apps
- Web browser version
Main Changes
The upper limit on the number of approvers that can be set for folders will be removed
Previous: Setting 0-1 approver per folder was possible
After change: Setting approvers per folder becomes mandatory, and approvers can be set without limit
- Approvers are set for first-tier folders, and the same settings apply to sub-folders under them.
Multi-stage approval and approval by multiple users will be possible
Previous: Only 1 stage, only 1 person approval was possible
After change: 1-5 stages, up to 10 people per stage approval is possible
- For each stage, either "all approval required" or "single approval only" can be selected.
- When the approval rules set for each stage are cleared, it proceeds to the next stage.
- When approved at the final stage, the manual becomes publishable.
The choice between manually publishing the manual after final approval or immediate publication will continue to be available. - The requester sets the workflow approvers and stage configuration.
- The same user cannot be an approver for multiple stages.
The range of users who can approve will change
Previous: Designated approvers per folder, folder administrators & sub-administrators, group administrators & sub-administrators could approve
After change: When requesting manual approval, specify the actual approving users from approvers set in the folder, and only the specified approvers can approve
【Important/Action Required】Please check the approver settings
While this release will enable setting multiple approvers per folder, approval by non-approvers including folder administrators and sub-administrators will no longer be possible.
Also, leaving folder approvers unset will no longer be possible.
Therefore, if approvers are not set, please set appropriate approvers before the release.
* If approvers are not set, folder administrators will be automatically set as approvers after the release.
If you want multiple people to perform approvals, please consider approvers in advance and prepare for smooth authority transition after the release.
▼Add or Remove Users with Approval Authority (Web Browser)
https://teachme.jp/8/manuals/40290044
■ If there is an approval request in progress when a manual is released
Only the Approver designated in the current Folder (or the Folder administrator if no Approver is designated) can approve the manual.
To change the Approver to a different user, cancel the approval request.
▼Cancel manual approval request (Web Browser)
https://teachme.jp/8/manuals/5846055
Folder Approver and Workflow Setup Examples
Folder Approver Setup
Regardless of administrative privileges, users you want to serve as approvers must be set as "folder approvers." In the example, [Group Administrator B] and [User E] do not have approval authority.
Workflow Setup
Workflows are set up each time by the requester when submitting approval requests. Approvers can be selected from users registered as "folder approvers." In the example, [Folder Administrator A] who was not selected as an approver cannot approve.
When setting multiple approvers for a single stage, you can choose between 'All Approvers' or 'Any One Approver.
You can also operate with just one approver set up.
Frequently Asked Questions
Q. Can multiple approvers be set before the update?
A. No, this is not possible.
Q. Can workflows be used when the requester and approver are the same user?
A. Yes, this is possible.
Q. Can approvers be set at the sub-folder level?
A. Approver settings at the sub-folder level are not possible.
However, approvers can be selected for individual manuals when requesting approval.
Q. What happens if an approver is deleted?
A. The workflow will stop.
The requester should change the approver to another user and restart the workflow.
Q. What happens when an approval request is withdrawn?
A. All revision content, publication settings, approval stages, stage rules, and approvers will be reset.
Please set them again when resubmitting.
Q. What happens when submitting approval requests from mobile apps?
A. Multi-person approval requests and multi-stage approval requests will be possible only for specific operations.
The following specifications are planned for each situation.
-
When submitting from mobile apps with workflow settings configured on the web browser version
Requests will be made according to the configured workflow.
* While this release will not change the mobile app screen design, making it unclear whether workflows are applied, the configured workflows will be executed internally. -
When submitting from mobile apps without workflow settings configured on the web browser version
A single-stage workflow with one person selected from the approvers as the workflow approver will be automatically configured and submitted.
Therefore, we recommend submitting workflow requests from the web browser version.
Q. Are there plans to support mobile apps?
A. Support is planned to enable the same requests as the web browser version. (Timing undetermined)
If you have any unclear points or concerns, please feel free to contact our support team (support@teachme.jp).
Thank you for your continued use of Teachme Biz.