Please tell me about the approval workflow feature – Help Center | Teachme Biz

This feature allows manuals that have been created or edited to be published only after they have been approved.
Revision history can be retained, and the document revision approval process required for document management can be completed entirely within Teachme Biz.

Overview

Use cases for the approval workflow

Publish accurate manuals and prevent miscommunication caused by errors in manuals
Retain a record of approval by an authorized person
Maintain a history of approvers, approval dates, and change details in accordance with ISO 9001 standards

Supported plans

Please refer to the linked page for information on the plans and options where this feature is available.

Supported apps

Web browser version
Mobile app ※Some features are restricted

▼ Supported devices/OS and recommended environments
https://help.teachme.jp/hc/en-us/articles/14572215297305

Specifications

Roles within the approval workflow

Approval authority holder: Users who can be selected as approvers when submitting a manual for approval

Set on a per-folder basis
Can be granted to any user who is a member of the folder, regardless of their role

Approver: Users who can approve or send back manuals

Set on a per-workflow basis
Can be selected from among the approval authority holders

Status states in the approval workflow

Before submission: The manual is being created or edited
Pending approval: An approval request has been submitted and is awaiting the approver's decision
Sent back: The manual has been sent back by the approver
Approved: All approval stages have been completed and the manual is awaiting publication
On hold (※): The approval workflow has been suspended
※The workflow will be suspended in the following cases:
- The approver is removed from the approval authority holders
- The approver is removed from the folder
- The approver's account is deleted

Limits for the approval workflow

Number of users that can be set for each role

Number of approval authority holders: Unlimited
※No restrictions regardless of plan
Number of approvers per stage: 1 to 10, selected from the approval authority holders

Number of approval stages

1 to 5 stages
- The number of stages can be configured per manual
  ※Certain plans are limited to 1 stage with a maximum of 1 approver

How to use

Please refer to the following article for the permissions required to perform operations.

▼ What you can do by role
https://help.teachme.jp/hc/en-us/articles/4403398967961

Folder settings before getting started

Enable the approval workflow setting

Web browser version only: https://teachme.jp/8/manuals/5839584

Add or remove approval authority holders

Web browser version only: https://teachme.jp/8/manuals/40290044

Approval authority holders must be configured for each folder.
An approval authority holder is not a user who can approve all manuals within a folder.
You can submit a manual for approval by designating an approver from among the approval authority holders.

Set up an approval route

Web browser version: https://teachme.jp/8/manuals/45453112

Up to 50 routes can be configured per folder.

Process from approval request to publication (Requester)

Manual review process (Approver)

Approve a manual

Web browser version: https://teachme.jp/8/manuals/5846108

Send back a manual

Web browser version: https://teachme.jp/8/manuals/5854497

*Approving or sending back manuals cannot be done in the mobile app

▼ [FAQ] Frequently asked questions about the approval workflow
https://help.teachme.jp/hc/en-us/articles/51684531201177