Information about Approval Workflow Function – Help Center | Teachme Biz

This is a feature that allows manuals you create and edit to be published only after they have been approved. You can maintain revision history and complete the document revision approval process required for document management within Teachme Biz.

Overview

Approval Workflow Use Cases

Publish accurate manuals and prevent communication errors caused by manual mistakes
Maintain evidence of approval by authorized personnel
Keep records of approvers, approval dates, and change history in accordance with ISO9001 standards

Available Plans

Please check the links below for plans and options that include this feature.

*Some plans are limited to 1 approval stage and 1 approver

Supported Applications

Web browser version
Mobile app *Some features are limited

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

Specifications

Approval Workflow Permissions

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

Set at the folder level
Can be assigned to any user participating in the folder, regardless of their permissions

Approver: Users who can approve or return manuals

Set at the workflow level
Can be selected from users who have been granted approval authority

Status States in the Approval Workflow

Pre-submission: Manual is being created or edited
Awaiting Approval: Approval has been requested and is awaiting the approver's decision
Returned: The manual has been returned by the approver
Approved: All approval stages are complete and the manual is waiting to be published
Paused (*): The approval workflow is temporarily stopped
*The workflow pauses in the following cases:
- An approver is removed from the approval authority list
- An approver is removed from the folder
- An approver's account is deleted

Approval Workflow Limits

Number of Users Configurable for Each Role

- Number of users with approval authority: Unlimited
- Number of approvers per stage: 1-10 people from those with approval authority

Number of Approval Stages

- 1-5 stages
  - The number of stages can be set for each manual

How to Use

Please check the article below for the permissions required for operations.

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

Folder Settings Before Use

Enable Approval Workflow Settings

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

Approval authority settings must be configured at the folder level.
Having approval authority does not mean a user can approve all manuals in the folder.
Manual approval requests can be submitted to specific approvers selected from those with approval authority.

Approval Request to Publication Process (Requester)

Manual Review Process (Approver)

Approve a Manual

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

Return a Manual

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

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