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 per subfolder?
A. Approver settings cannot be configured per subfolder.
However, when submitting an approval request, it is possible to select an approver for each individual manual.
About Settings When Submitting an Approval Request
Q. Can the same user be set as an approver at multiple stages?
A. No.
Q. Can a request be submitted even if the user submitting the approval request and the approver are the same person?
A. Yes.
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 approvers is required can be selected at the time of submission.
You can specify either "Approval from all approvers required" or "Approval from any one approver."
Q. Can workflow and approver settings (presets) be saved per folder or subfolder and called up at the time of submission?
A. No.
About Operations During the Approval Process
Q. If a request is sent back in a multi-stage approval setup, can the approval process resume from an intermediate stage?
A. No. The approval process must restart from the first stage.
Q. Can an approver edit 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 per status, please refer to the tables below.
Operations Available for Workflows
| Operation \ Status | Before Submission (configured but not yet submitted) | Pending Approval | Sent Back | Approved | Suspended |
|---|---|---|---|---|---|
| Submit | ✓ | - | ✓ | - | - |
| Approve | - | ✓ | - | - | - |
| Send Back | - | ✓ | - | - | - |
| Withdraw | - | ✓ | ✓ | ✓ | ✓ |
| Edit Approval Stages / Approvers | ✓ | - | - | - | △ (Replacing the approver only) |
Operations Available for Manuals
| Before Submission | Pending Approval | Sent Back | Approved | Suspended | |
|---|---|---|---|---|---|
| Edit | ✓ | - | ✓ | - | - |
| Publish / Update (scheduled) | - | - | - | ✓ | - |
| Backup | ✓ | ✓ | ✓ | ✓ | ✓ |
| Duplicate Draft | ✓ | ✓ | ✓ | ✓ | ✓ |
| Archive (scheduled date) | ✓ | ✓ | ✓ | ✓ | ✓ |
| Change Manual Owner※ | ✓ | ✓ | ✓ | ✓ | ✓ |
| View Edit History | ✓ | ✓ | ✓ | ✓ | ✓ |
| Preview | ✓ | ✓ | ✓ | ✓ | ✓ |
| Unpublish | ✓ | ✓ | ✓ | ✓ | ✓ |
| Move Manual | ✓ | - | - | - | - |
| Delete | ✓ | - | - | - | - |
※ Changing the manual owner is possible from the manual list screen even while an approval workflow is in progress.
It cannot be changed from the manual editing screen.
About Publishing Operations and Notifications
Q. Are notifications sent when a manual is submitted for approval, sent back, or approved?
A. Yes.
▼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, the update notification was not sent. Why?
A. Manual publication notifications can only be configured when publishing a manual manually.
▼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.
To use the notification feature, do not enable the publish setting, and have the requester publish the manual manually.
About Revision History
Q. Can the revision history be edited or deleted after a manual is published?
A. From a document management perspective, it is not possible to edit or delete a manual's revision history after it has been published.
For the same reason, the "Approver" and "Updated by" fields display the user's "display name" at the time of approval or update.
The display will not be replaced with "Deleted User" or similar.
Q. Can the revision history of a publicly shared manual be hidden from external users?
A. Yes.
Even when the revision history is set to be displayed, users who are not logged in will not see the editor's display name — only the content of the history will be shown.
About Submitting Requests via the Mobile App
Q. Is multi-approver or multi-stage approval 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 available.
The request 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 available.
A single-stage workflow with one approver selected from among those with approval permissions will be automatically set up, and the request will be submitted accordingly.