Tell me about the Approval workflow feature – Help Center | Teachme Biz

This is a feature that allows created and edited Manuals to be released only when approved.
Revision history can be retained, and the document revision approval process required in document management can be completed within Teachme Biz.

Overview

Use cases for Approval workflow

Publish accurate Manuals and prevent miscommunication caused by errors in Manuals
Keep a record of approval by authorized persons
Retain a history of approvers, approval dates, and change details in accordance with ISO 9001 standards

Supported plans

For plans and Options that support this feature, please check here.

Supported apps

Web Browser version
Mobile app ※Some features are restricted

Specifications

Permissions within the Approval workflow

User with Approval Authority: A user who can be selected as an Approver when submitting an Approval request for a Manual

Configured per Folder
Can be granted to any user who has joined the Folder, regardless of their permissions

Approver: A user who can approve or send back a Manual

Configured per workflow
Can be selected from among users with Approval Authority

Status states in the Approval workflow

Before request: 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 are complete and the Manual is awaiting release
On hold (※): The Approval workflow is suspended
※The workflow is suspended in the following cases:
- The Approver is removed from the users with Approval Authority
- The Approver is excluded from the Folder
- The Approver's account is deleted

Limits for the Approval workflow

Number of users configurable per permission

Number of users with Approval Authority: Unlimited
※No limit regardless of plan
Number of Approvers per stage: 1 to 10, selected from users with Approval Authority

Number of approval stages

1 to 5 stages
- The number of stages can be set per Manual
  ※Certain plans are limited to 1 stage with a maximum of 1 Approver

How to use

Please check the following article for the permissions required for each operation.

▼What you can do by permission
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 users with Approval Authority

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

Users with Approval Authority must be configured per Folder.
A user with Approval Authority is not necessarily a user who can approve all Manuals within the Folder.
You can submit an Approval request for a Manual by designating an Approver from among users with Approval Authority.

Configure an approval route

Web Browser version: https://teachme.jp/8/manuals/45457749

Up to 50 routes can be configured per Folder.

Flow from Approval request to release (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 a manual cannot be done in the mobile app.

▼[FAQ] Frequently Asked Questions about Approval Workflow
https://help.teachme.jp/hc/en-us/articles/51684531201177