About Folder settings
Q. Can a user with Viewer privileges become a User with Approval Authority?
A. Any user who has joined the relevant Folder can become a User with Approval Authority.
Q. Can a User with Approval Authority be set for each Sub-folder?
A. Approver setting cannot be done at the Sub-folder level.
However, it is possible to select an Approver for each individual Manual at the time of an Approval request.
Q. If an Approval workflow is set up for a Folder later, will Manuals currently published become Drafts?
A. No.
Manuals that were published while the Approval workflow was OFF will continue to remain in the Currently released state.
Please note that if a Manual currently published is moved to a Folder with the Approval workflow set to ON, it will become a Draft and will need to go through approval before being published.
Q. If an Approval workflow is set up for a Folder later, will a Revision history record remain for Manuals currently published?
A. No, it will not.
If you want to keep a Revision history, please submit and go through the approval process again.
Additionally, if a Manual is published or updated during the period when the Approval workflow is switched from ON to OFF, the Revision history will not be retained either.
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 an Approval request be submitted even if the user submitting it and the Approver are the same person?
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 from all is required" or "Approval from any one person."
Q. Is it possible to register workflow settings for each Folder or Sub-folder and call them up at the time of submission?
A. Yes, this is possible.
By setting up "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 setting, can approval resume from an intermediate stage?
A. No, this is not possible.
Approval must start over from the first stage.
Q. Can an Approver modify the content of a Manual or its Revision history?
A. No, this is not possible.
Please send the Manual back.
Q. The Manual shows [Pending Approval] and I cannot edit it. What should I do?
A. By withdrawing the Approval request, you will be able 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 (set but not yet submitted) | Pending Approval | Sent Back | Approved | Suspended |
|---|---|---|---|---|---|
| Submit | ✓ | - | ✓ | - | - |
| Approve | - | ✓ | - | - | - |
| Send Back | - | ✓ | - | - | - |
| Withdraw | - | ✓ | ✓ | ✓ | ✓ |
| Edit approval stage / Approver | ✓ | - | - | - | △ (Only replacing the Approver is possible) |
Operations available for the Manual
| Before request | Awaiting approval | Returned | Approved | Suspended | |
|---|---|---|---|---|---|
| Edit | ✓ | - | ✓ | - | - |
| Release/Update (scheduled) | - | - | - | ✓ | - |
| Backup | ✓ | ✓ | ✓ | ✓ | ✓ |
| Draft duplication | ✓ | ✓ | ✓ | ✓ | ✓ |
| Archive (specify execution date) | ✓ | ✓ | ✓ | ✓ | ✓ |
| Manual owner change※ | ✓ | ✓ | ✓ | ✓ | ✓ |
| View Edit History | ✓ | ✓ | ✓ | ✓ | ✓ |
| Preview | ✓ | ✓ | ✓ | ✓ | ✓ |
| Unrelease | ✓ | ✓ | ✓ | ✓ | ✓ |
| Move manual | ✓ | - | - | - | - |
| Delete | ✓ | - | - | - | - |
※Manual owner change can be performed from the manual list screen even while the Approval workflow is in progress. It cannot be changed from the manual editing screen.
Q. If I withdraw an Approval request, the return Comment has disappeared. Is there a way to check it?
A. When a request is withdrawn, the Message at the time of the request and the return Comment are deleted and cannot be restored even if an Approval request is submitted again.
Please check the return Comment in the notification email that is automatically sent upon return.
About Release Operations and Notifications
Q. Will I receive notifications when a manual is submitted for approval, or when it is returned or approved?
A. Yes, you will.
List of system notification emails sent from Teachme Biz here.
Q. When an approved manual was released, the update notification was not delivered. Why?
A. The manual release notification can only be configured when manually releasing a manual.
▼Notify users about manual release or update (Web Browser)
https://teachme.jp/8/manuals/14651979
Therefore, if you have set "Release manual upon approval completion" at the time of the Approval request, no notification will be sent.
If you wish to use the notification feature, do not check the release setting, and have the requester perform the release manually.
About Revision History
Q. Can I edit or delete the Revision history after the manual has been published?
A. From the perspective of document management, it is not possible to edit or delete the Revision history of a manual after it 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.
Q. If I change a user's Display Name, will the User name in past Revision history also change?
A. No, it will not.
The Revision history records the Display Name at the time of approval or update.
Even if you change a user's Display Name afterwards, the User name shown in past Revision history will not change.
The updated Display Name will appear in Revision history for approvals and updates performed after the change.
Q. Can the Revision history be set to Unrelease?
A. This depends on the Folder settings.
-
Internal folder
It cannot be set to hidden.
-
Folder released outside
It can be hidden from the Folder settings screen.
Note that even if the Revision history display setting is enabled, the Approver and requester names 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 Requests via Mobile App
Q. Is multi-person approval or multi-stage request possible?
A. It is possible, but only when specific operations are performed.
-
When applying from the mobile app with the Approval workflow already configured in the web Browser version
Multiple approvers and multi-stage approval are available.
The application will follow the Approval workflow configured in the web Browser version.
※In Manuals within folders where an Approval workflow is set, the [Approval request] button is displayed instead of [Release], so you can tell that the workflow is applied even in the mobile app.
However, the details of the approval route, such as approval stages and Approvers, cannot be checked in the mobile app.
Please check in the web Browser version. -
When applying from the mobile app without the Approval workflow configured in the web Browser version
Multiple approvers and multi-stage approval are not available.
A single-stage workflow with one person selected from the users with Approval Authority as the Approver will be automatically configured, and the application will be submitted.