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

This is a feature that allows created and edited manuals to be published only when 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 Approval workflow

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

Supported plans

For plans and options where this feature is available, 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

Set on a per-folder basis
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

Set on a per-workflow basis
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 are complete and the manual is awaiting publication
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 (Exclude from folder)
- The approver's account is deleted

Limits for Approval workflow

Number of users configurable for each permission

Number of users with approval authority: Unlimited
※There is no limit regardless of plan
Number of approvers per stage: 1 to 10 from among users 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 up to 1 approver

How to use

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

▼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 user with approval authority / Exclude

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

Approval authority settings are required on a per-folder basis.
A user with approval authority is not a user who can approve all manuals within a folder.
You can submit an approval request for a manual by designating an approver from among users with approval authority.

Configure approval routes

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

Up to 50 routes can be configured per folder.

Flow from approval request to publication (requester)

Manual review process (approver)

Approving a manual

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

Sending 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 the Approval workflow
https://help.teachme.jp/hc/en-us/articles/51684531201177