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 the manual
Keep a record of approvals granted by authorized personnel
Retain a history of approvers, approval dates, and change details in accordance with ISO 9001 standards

Supported plans

Please refer to the links below for information on plans and options that support this feature.

Supported apps

Web browser version
Mobile app ※Some features are restricted

Specifications

Permissions within the approval workflow

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

Configured on a per-folder basis
Can be granted to any user participating in the folder, regardless of their permission level

Approver: Users who can approve or reject manuals

Configured on a per-workflow basis
Can be selected 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
Returned: The manual has been returned by the approver
Approved: All approval stages have been completed and the manual is awaiting publication
Suspended (*): The approval workflow is suspended
* The workflow is suspended in the following cases:
- The approver is removed from the list of users with approval authority
- The approver is removed from the folder
- The approver's account is deleted

Limits for the approval workflow

Number of users that can be configured per permission

Number of users with approval authority: Unlimited
* No restrictions, 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 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 each operation.

▼What you can do by permission level
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

Approval authority must be configured on a per-folder basis.
Having approval authority does not mean the user 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/45453112

Up to 50 routes can be configured per folder.

Process from approval request to publication (requester)

Manual Review Process (Approver)

Approving a Manual

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

Rejecting a Manual

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

*Approving or rejecting 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