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

This feature allows manuals you have 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 proof that an authorized person has given approval
Keep 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 that support this feature.

Supported Apps

Web browser version
Mobile app ※Some features are restricted

▼Supported Devices/OS - Recommended Environment List
https://help.teachme.jp/hc/en-us/articles/14572215297305

Specifications

Permissions within the Approval Workflow

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

Configured at the folder level
Can be granted to any user participating in the folder, regardless of their permission level

Approver: Users who can approve or send back manuals

Configured at the workflow level
Can be configured from among users with approval authority

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:
- An approver is removed from the approval authority
- An approver is removed from the folder
- An approver's account is deleted

Limits for the Approval Workflow

Number of Users Configurable per Permission

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

Number of Approval Stages

1 to 5 stages
- The number of stages can be configured per manual
  ※Certain plans have a restriction of 1 stage and a maximum of 1 approver

How to Use

Please refer to the following article for the permissions required to perform each operation.

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

Folder Setup 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

Approval authority must be configured at the folder level.
Having approval authority does not mean the user can approve all manuals within the folder.
You can submit a manual for approval by designating an approver from among users with approval authority.

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 performed on the mobile app

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