Folder Settings
Q. Can Viewers have Approval Authority?
A. Any user participating in the relevant Folder can become a User with Approval Authority.
Q. Can Approvers be set for each Sub-Folder?
A. Approver settings cannot be configured at the Sub-Folder level.
However, when submitting an approval request, Approvers can be selected for individual Manuals.
Settings for Approval Requests
Q. Can the same user be set as an Approver at multiple stages?
A. No.
Q. Can an approval request be submitted when the requester and Approver are the same user?
A. Yes.
Q. When multiple users are set as Approvers, must the Manual receive approval from all of them before it can be released?
A. Whether approval from all users is required can be selected when submitting the request.
Specify whether "Approval by all is required" or "Approval by any one is sufficient" is needed.
Q. Can workflow and Approver settings (presets) be registered at the Folder or Sub-Folder level and recalled when submitting a request?
A. No.
Operations During the Approval Process
Q. If a Manual is rejected in a multi-stage approval setup, can the approval process resume from an intermediate stage?
A. No. The approval process must restart from stage 1.
Q. Can Approvers modify the Manual content or Revision history?
A. No. Reject the Manual instead.
Q. The Manual displays [Pending approval] and cannot be edited. What should I do?
A. Cancel the request to enable editing of the Manual.
Refer to the tables below to confirm available actions for each status.
Available Actions for Workflows
| Action\Status | Before request (configured but not submitted) | Pending approval | Rejected | Approved | Suspended |
|---|---|---|---|---|---|
| Request | ✓ | - | ✓ | - | - |
| Approve | - | ✓ | - | - | - |
| Reject | - | ✓ | - | - | - |
| Cancel request | - | ✓ | ✓ | ✓ | ✓ |
| Edit approval stages and Approvers | ✓ | - | - | - | ✓(Only Approver replacement is possible) |
Available Actions for Manuals
| Before request | Pending approval | Rejected | Approved | Suspended | |
|---|---|---|---|---|---|
| Edit | ✓ | - | ✓ | - | - |
| Release/Updated (Schedule) | - | - | - | ✓ | - |
| Backups | ✓ | ✓ | ✓ | ✓ | ✓ |
| Copy Draft | ✓ | ✓ | ✓ | ✓ | ✓ |
| Archive (Specify execution date) | ✓ | ✓ | ✓ | ✓ | ✓ |
| Change Manual Owner* | ✓ | ✓ | ✓ | ✓ | ✓ |
| View Edit History | ✓ | ✓ | ✓ | ✓ | ✓ |
| Preview | ✓ | ✓ | ✓ | ✓ | ✓ |
| Unrelease | ✓ | ✓ | ✓ | ✓ | ✓ |
| Move Manual | ✓ | - | - | - | - |
| Delete | ✓ | - | - | - | - |
*The owner of a manual can be changed from the manual list screen even while an approval workflow is in progress.
However, it cannot be changed from the manual editing screen.
Publishing Operations and Notifications
Q. Are notifications sent when a Manual is submitted for approval, or when it is rejected or approved?
A. Yes.
▼What system notification emails are sent from Teachme Biz?
https://help.teachme.jp/hc/en-us/articles/7900696772377
Q. When an approved Manual was released, no updated notification was sent. Why?
A. Manual publication notifications can only be configured when manually releasing the Manual.
▼Notify users about manual release or update (Web Browser)
https://teachme.jp/8/manuals/14651979
Therefore, if the "Publish setting" is enabled, no notification is sent.
To use the notification feature, do not check the publication setting and have the requester perform the publication manually.
Revision History
Q. Can the Revision history be edited or deleted after the Manual is released?
A. From a document management perspective, the Manual's Revision history cannot be edited or deleted after publication.
Additionally, for the same reason, the "Approver" and "Updater" columns display the user's "Display Name" 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 Release Outside Manual be hidden from external users?
A. Yes.
Even when the setting to display the Revision history is enabled, users who are not logged in will not see the editor's Display Name, and only the history content will be displayed.
Q. Can the revision history of externally published manuals be hidden from external users?
A. Yes.
Even when the setting to display revision history is enabled, the editor's display name is hidden from users who are not logged in, and only the content of the history is displayed.
Related to Applications on Mobile Apps
Q. Is multi-person approval and multi-stage application possible?
A. Yes, but only when specific operations are performed.
-
When submitting an application from the mobile app with a workflow already configured in the web browser version
Multi-person approval and multi-stage approval are possible.
Applications are submitted according to the workflow set in the web browser version.
* Due to the design specifications of the mobile app screen, it may not appear that a workflow is applied, but internally, the configured workflow is executed. -
When submitting an application from the mobile app without a workflow configured in the web browser version
Multi-person approval and multi-stage approval are not possible.
A single-stage workflow is automatically set with one person selected from among those with approval authority as the workflow approver, and the application is submitted.