Configure Process Approvals

You can decide if you want a team, for example: Quality Team to control the publication of processes or if you want a process to be auto-published once the last nominated Process Approver A user responsible for reviewing and approving changes made by process editors. Additional approvers can be specified at the process level. approves the process.

Processes will only be auto-published when there are no 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. specified on the 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. that the process belongs to.

• To auto-publish a process as soon as the last nominated Process Approver has approved, enable the Admin > Configure > Process and Document Approval > Enable auto process publish if a publisher has not been specified setting.

• To assign a central team, for example: your Quality Team to control publication of processes, disable the Admin > Configure > Process and Document Approval > Enable auto process publish if a publisher has not been specified setting.

Who can approve changes to a process?

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 for a process. Other Process 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. A Process Approver A user responsible for reviewing and approving changes made by process editors. Additional approvers can be specified at the process level. assigned to process group must approve changes to all processes in the process group. Users set as Process Approvers within a draft process (a process not yet published) are included in the approval flow for the initial publish.

Who can publish a process when Process Approval is enabled?

Only Promasters or additional Process Publishers 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 process in that process group or sub group.

A Promaster can bypass the approval process if required. For example: A Process Approver is absent from work and urgent publication of the process is required.

• To bypass the approval process, enable the Admin > Configure > Process and Document Approval > Enable PUBLISH NOW button on dashboard setting.

• The Promaster or Process Publisher can click Publish Now from Dashboard > My Changes to directly publish a process that is awaiting approval.

• The Promaster or Process Publisher can click Archive Now from Dashboard > My Changes to archive a process that is pending archive approval.

Stakeholders are designated users who are given the rights to edit, approve or publish all processes within a particular process group.

Process Owners 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 Experts A user who performs day-to-day process management on behalf of the Process Owner. This role requires detailed understanding of the process. can edit their processes and submit them for approval. Changes are highlighted in the proposed process (if the Highlight Changes option is selected) and contributions from authors are individually tracked. Promasters A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. are responsible for setting additional Process Approvers A user responsible for reviewing and approving changes made by process editors. Additional approvers can be specified at the process level. and 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. at both the process level and the process group level. Process Approvers and Process publishers are recorded as ‘accountable’ in the process RACI.

• Click Admin > Manage Groups, click next to a process group and then click Manage Stakeholders to assign additional Process Editors or Document Owners. For more information, see Manage Stakeholders.

Note: 

• Only Promasters can assign process group stakeholders.

• Only Promasters can add additional process approvers to a specific process or at the process group level.

• A Process Approver must approve all changes to any process within that process group.

• A Process Publisher or Process Editor can publish or edit any process within that process group or sub group.

• When a Process Expert is creating or editing a process, the Process Owner is the default Process Approver. Other Process Approvers may also be assigned as stakeholders to a process group or to individual processes. A Process Approver assigned to a process group must approve changes to all processes within that process group.

How do I add approvers to a process?

Users set as Process Approvers A user responsible for reviewing and approving changes made by process editors. Additional approvers can be specified at the process level. within a draft process (a process not yet published) are included in the approval flow for the initial publish.

Additional approvers can be added in the RACI section of a process similar to linked stakeholders. Adding additional Process Approvers to a published process is a change to the individual process, therefore the change must first be approved by the existing set of Process Approvers.

How do I assign additional approvers and publishers at a group level?

Use the Manage Groups page, which can be accessed through Admin > Manage Groups. Click More options next to a process group, then click Manage Stakeholders

Use the following reports to track and follow-up on process approval requests.

• Go to Admin > Reports > Track Process Approvals.