Approve and Publish process changes

When a process is created or updated, the assigned Process Approvers A user responsible for reviewing and approving changes made by process editors. Additional approvers can be specified at the process level. must approve changes before the process can be published.

The Process Owner A user responsible for ensuring the process is operating effectively, and continuously improving. Not necessarily a subject matter expert, but empowered with organisational authority to approve changes as needed. and Process Expert A user who performs day-to-day process management on behalf of the Process Owner. This role requires detailed understanding of the process. are the default Process Approvers. Other Approvers may also be assigned as stakeholders Users who are not directly involved in the process, but are involved in processes affected by changes to your process. to a process group Process groups are a collection of processes that share a common theme or objective. Process groups enable you to organize and manage your processes, arranging them in helpful categories and controlling who has access to them. or to individual processes. A Process Approver assigned to a process group must approve changes to all processes in the process group.

The order of approval is based on the Process Approval Type selected under Config > Manage Groups > Manage Stakeholders:

  • Simultaneous

    • This is the default approval method.

    • All approvers are notified of changes to a process at the same time. View the User column under My Dashboard > My Changes or the process Change Log to view the status of approval by each approver.

  • Sequential

    • Approvers are notified of changes to a process based on the order specified on the Manage Stakeholders page.

    • View the User column under My Dashboard > My Changes to view the status of approval by each approver.

    • Users with the Pending status are approvers that are yet to receive notifications as part of the sequential approval workflow.

    • Once an approver approves a change, the next approver in the sequence receives a notification.

    • If an approver declines a change, the process editor who requested the change and any approver that already approved the change is notified. When this happens, the approval workflow is stopped and the process returns to the 'in-progress' state.

Note: If an approver is a role, all users in that role are notified at the same time.

Only Promasters A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or additional Process Publishers A user responsible for publishing after a process has been approved. If no publishers are named for a group, then once the final approval is obtained, the process will automatically publish. assigned to the process group can publish a process. A person who is assigned as a Process Publisher for a process group can publish any processes in that process group.

All users can view the Change Log; however, process changes are visible to users based on their assigned permissions:

  • Process editors can view all changes that have been made to a process.

  • Users that are not editors can only view published changes.

Sequential approvals

Approve and publish a process

Do one of the following:

Do one of the following:

  • Click on the process and then click Map > Change Log.
  • Click Procedure and then click settings> Highlight Changes > Compare to Current Published Version.

Tip: If you want to view the previous process version, click View (version number) next to the process name.

Important: All Process Approvers A user responsible for reviewing and approving changes made by process editors. Additional approvers can be specified at the process level. must approve a process before it can be published.

Do one of the following:

  • Go to Dashboard > My Changes > Processes for Approval and verify the processes with Type = Awaiting Approval. Click Approve.
  • Go to the process and click Approve on the top-right of the process map.
  • Go to the process and click Map > Change Log > Approve.

Your Nintex Process Manager site has been configured to have an additional check to comply with a change regulation framework.

If urgent approval is required and a Process Approver is unavailable, for example: because the Process Approver is on leave, then the Promasters A Nintex Promapp system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. or Process Publishers A user responsible for publishing after a process has been approved. If no publishers are named for a group, then once the final approval is obtained, the process will automatically publish. for the process group can bypass the approval using the Dashboard > My Changes > Publish Now button.

  1. Go to Dashboard > My Changes > Processes for Approval and verify the processes with Type = Awaiting Approval.
  2. Click Decline.
  3. Type details describing the reason and click Decline.

The Process Owner A user responsible for ensuring the process is operating effectively, and continuously improving. Not necessarily a subject matter expert, but empowered with organisational authority to approve changes as needed. and Process Expert A user who performs day-to-day process management on behalf of the Process Owner. This role requires detailed understanding of the process. will receive an email and dashboard notification that will include the reasons for the decline. The decline comments are also recorded under Dashboard > My Feedback. To respond to the comments, click View to open the process. Click Seen it to remove the notification.

  1. Do one of the following:
  • Go to Dashboard > My Changes > Processes for Approval and verify the processes with Type = Awaiting Publishing. Click Publish.
  • Go to the process and click Publish on the top-right of the process map.

  • Go to the process and click Map > Change Log > Publish.

Promasters can configure this option with the Admin > Configure > Process Editing > Enable optional dashboard notification for process changes. Once enabled, a "Don't issue change notification" check box displays when saving process changes with a comment. This check box is selected by default. To ensure notifications are sent to process participants and stakeholders regarding the change, you must clear the check box.

When saving without a comment, changes will automatically be marked as not requiring a notification.

The change description in the Change Log is appended with the text "Change Not Broadcast".