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, it is possible to select an approver for each individual manual.
Q. If an approval workflow is added to a folder later, will currently 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 where the approval workflow is ON, it will become a draft and will need to go through the approval process before being published again.
Q. If an approval workflow is added to a folder later, will revision history be recorded for currently published manuals?
A. No, it will not.
If you want to retain revision history, please submit and complete the approval process again.
Additionally, revision history will not be recorded for manuals that are published or updated during a period when the approval workflow is switched from ON to OFF.
About Settings at the Time of Approval Request
Q. Can the same user be set as an approver at multiple stages?
A. No, this is not possible.
Q. Can a request be submitted even if the submitting user and the approver are the same person?
A. Yes, this is possible.
Q. If multiple users are set as approvers, is approval from all of them required before a manual can be published?
A. Whether approval from all approvers is required can be selected at the time of submission.
You can specify either "Approval from all is required" or "Approval from any one person is sufficient."
Q. Can workflow and approver settings (presets) be registered at the folder/subfolder level and recalled at the time of submission?
A. No, this is not possible.
About Operations During the Approval Process
Q. If a request is sent back during a multi-stage approval process, can the approval resume from an intermediate stage?
A. No. The approval process must restart from the first stage.
Q. Can an approver modify the content of a manual or its revision history?
A. No. Please send the manual back to the submitter.
Q. The manual shows [Awaiting Approval] and I cannot edit it. What should I do?
A. Withdrawing the approval request will allow you to edit the manual.
For other operations available for each status, please refer to the table below.
Operations Available for the Workflow
| Operation \ Status | Before Submission (configured but not yet submitted) | Awaiting Approval | Sent Back | Approved | On Hold |
|---|---|---|---|---|---|
| Submit | ✓ | - | ✓ | - | - |
| Approve | - | ✓ | - | - | - |
| Send Back | - | ✓ | - | - | - |
| Withdraw | - | ✓ | ✓ | ✓ | ✓ |
| Edit approval stages / approvers | ✓ | - | - | - | △ (Approver replacement only) |
Operations Available for the Manual
| Before Submission | Awaiting Approval | Sent Back | Approved | On Hold | |
|---|---|---|---|---|---|
| Edit | ✓ | - | ✓ | - | - |
| Publish / Update (Scheduled) | - | - | - | ✓ | - |
| Backup | ✓ | ✓ | ✓ | ✓ | ✓ |
| Duplicate as Draft | ✓ | ✓ | ✓ | ✓ | ✓ |
| Archive (Specify execution date) | ✓ | ✓ | ✓ | ✓ | ✓ |
| Change Manual Owner* | ✓ | ✓ | ✓ | ✓ | ✓ |
| View Edit History | ✓ | ✓ | ✓ | ✓ | ✓ |
| Preview | ✓ | ✓ | ✓ | ✓ | ✓ |
| Unpublish | ✓ | ✓ | ✓ | ✓ | ✓ |
| Move Manual | ✓ | - | - | - | - |
| Delete | ✓ | - | - | - | - |
*Changing the manual owner can be done from the manual list screen 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, any messages from the time of submission and 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 at the time of the send-back.
About Publishing Operations and Notifications
Q. Will notifications be sent when a manual is submitted for approval, sent back, or approved?
A. Yes, they will be sent.
▼Teachme Bizから送信されるシステム通知メール一覧を教えてください
https://help.teachme.jp/hc/en-us/articles/7900696772377
Q. When an approved manual was published, an update notification was not delivered. Why?
A. Manual publication notifications can only be configured when a manual is published manually.
▼Notify users about manual release or update (Web Browser)
https://teachme.jp/8/manuals/14651979
Therefore, if "Publish manual upon approval completion" is selected 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 submitter perform the publishing manually.
About Revision History
Q. Can the revision history of a manual be edited or deleted after the manual has been published?
A. From a document management perspective, it is not possible to edit or delete a manual's revision history after the manual has been published.
For the same reason, the "Approver" and "Updated by" fields 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 text.
Q. Can the revision history of a publicly shared manual be hidden from external viewers?
A. Yes, this is possible.
Even when the revision history is set to be displayed, the display name of the editor will be hidden from users who are not logged in, and only the content of the history will be shown.
About Submitting Requests via the Mobile App
Q. Is multi-approver 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-approver and multi-stage approval are supported.
The submission will follow the workflow configured in the web browser version.
※Due to the design of the mobile app screen, 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-approver and multi-stage approval are not supported.
A single-stage workflow with one approver selected from among those with approval permissions will be automatically configured, and the submission will proceed.