About Folder Settings
Q. Can a user with viewer permissions become an approver?
A. Any user who is a member of the relevant folder can become an approver.
Q. Can approvers be set at the subfolder level?
A. Approver settings cannot be configured at the subfolder level.
However, when submitting an approval request, you can select an approver for each individual manual.
Q. If an approval workflow is added to a folder after the fact, will published manuals revert to draft status?
A. No.
Manuals that were published while the approval workflow was OFF will continue to remain in the published state.
However, if a published manual is moved to a folder with the approval workflow set to ON, it will revert to draft status and will need to go through the approval process before being published again.
Q. If an approval workflow is added to a folder after the fact, will revision history be recorded for already-published manuals?
A. No, it will not.
If you wish to retain revision history, please submit a new request and complete the approval process.
Additionally, revision history will not be recorded for manuals that are published or updated during a period when the approval workflow was switched from ON to OFF.
About Settings When Submitting an Approval Request
Q. Can the same user be set as an approver at multiple stages?
A. No, this is not possible.
Q. Can a user submit an approval request even if they are also the approver?
A. Yes, this is possible.
Q. If multiple users are set as approvers, does the manual require approval from all of them before it can be published?
A. Whether approval from all users is required can be selected at the time of submission.
You can specify either "Approval required from all" or "Approval from any one person."
Q. Can workflow settings be saved at the folder or subfolder level and called up when submitting a request?
A. Yes, this is possible. By configuring "Approval Route Settings" in advance, you can call them up at the time of submission.
Adding and Deleting Approval Routes (Web Browser)
About Operations During the Approval Process
Q. If a request is sent back during a multi-stage approval setup, can the approval process resume from an intermediate stage?
A. No. The approval process must start over from stage 1.
Q. Can an approver modify the content of a manual or its revision history?
A. No. Please send the manual back.
Q. The manual shows [Pending Approval] and I cannot edit it. What should I do?
A. You can edit the manual by withdrawing the approval request.
For other operations available for each status, please refer to the tables below.
Operations Available for the Workflow
| Operation \ Status | Before Submission (configured but not yet submitted) | Pending Approval | Sent Back | Approved | On Hold |
|---|---|---|---|---|---|
| Submit | ✓ | - | ✓ | - | - |
| Approve | - | ✓ | - | - | - |
| Send Back | - | ✓ | - | - | - |
| Withdraw | - | ✓ | ✓ | ✓ | ✓ |
| Edit approval stages / approvers | ✓ | - | - | - | △ (only replacing an approver is allowed) |
Operations Available for the Manual
| Before Submission | Pending Approval | Sent Back | Approved | On Hold | |
|---|---|---|---|---|---|
| Edit | ✓ | - | ✓ | - | - |
| Publish / Update (scheduled) | - | - | - | ✓ | - |
| Backup | ✓ | ✓ | ✓ | ✓ | ✓ |
| Duplicate as Draft | ✓ | ✓ | ✓ | ✓ | ✓ |
| Archive (with scheduled date) | ✓ | ✓ | ✓ | ✓ | ✓ |
| Change Manual Owner* | ✓ | ✓ | ✓ | ✓ | ✓ |
| View Edit History | ✓ | ✓ | ✓ | ✓ | ✓ |
| Preview | ✓ | ✓ | ✓ | ✓ | ✓ |
| Unpublish | ✓ | ✓ | ✓ | ✓ | ✓ |
| Move Manual | ✓ | - | - | - | - |
| Delete | ✓ | - | - | - | - |
*Changing the manual owner from the manual list screen is possible even while an approval workflow is in progress.
It cannot be changed from the manual editing screen.
Q. After withdrawing an approval request, the send-back comment disappeared. Is there a way to check it?
A. When a request is withdrawn, the message from the submission as well as any send-back comments are deleted and cannot be restored even if a new approval request is submitted.
Please check the send-back comment in the notification email that is automatically sent when a manual is sent back.
About Publishing and Notifications
Q. Will notifications be sent when a manual is submitted for approval, or when it is sent back or approved?
A. Yes, they will be sent.
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Q. An update notification was not sent when an approved manual was published. Why?
A. Manual publish notifications can only be configured when manually publishing a manual.
▼Notify users about manual release or update (Web Browser)
https://teachme.jp/8/manuals/14651979
Therefore, if "Publish manual upon approval completion" is set at the time of the approval request, no notification will be sent.
If you wish to use the notification feature, do not check the publish setting, and have the requester perform the publishing manually.
About Revision History
Q. Can revision history be edited or deleted after a manual has been published?
A. From a document management perspective, revision history cannot be modified or deleted after a manual has been published.
For the same reason, the "Approver" and "Updated By" fields are designed to display the display name of the user at the time of approval or update.
The display will not be replaced with "Deleted User" or similar.
Q. Can revision history be made private?
A. This depends on the folder settings.
-
Internal Sharing Folder
Revision history cannot be made private.
-
External Sharing Folder
It can be hidden from the folder settings screen.
Note that even if the revision history display setting is enabled, the names of approvers and requesters will not be shown to external users.
Set Up Approval Workflow (Web Browser)
Q. Is there a limit to the number of revision history entries that can be retained?
A. There is no limit.
About Submitting Requests via the Mobile App
Q. Is multi-person approval or multi-stage submission possible?
A. It is possible, but only under certain conditions.
-
When submitting from the mobile app with a workflow already configured in the web browser version
Multi-person approval and multi-stage approval are available.
The submission will follow the workflow configured in the web browser version.
*Due to the design of the mobile app's interface, it may not be visually apparent that a workflow is applied, but the configured workflow will be executed internally. -
When submitting from the mobile app without a workflow configured in the web browser version
Multi-person approval and multi-stage approval are not available.
A single-stage workflow with one approver selected from among the authorized approvers will be automatically configured, and the submission will proceed accordingly.