Process and Document Approval Add-on FAQs

The Process State field is not displayed under Edit > Summary if your organisation is using Process Approval.

Status Description
In Progress The process is currently under construction (not published) or revision of a published process.
Awaiting Approval The process is awaiting review sign-off (approval) from nominated Process Approvers A user responsible for reviewing and approving changes made by process editors. Additional approvers can be specified at the process level..
Awaiting Publish The process is awaiting review and final sign off from nominated 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. post-approval from the Process Approvers.
Published The process has been signed off by the nominated Process Approvers and Process Publishers and is available for normal users to view.

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.

No, a Promaster can approve changes to all processes but they do not have to. Any process which is Awaiting Approval will automatically be available for a Promaster to approve but that approval is optional. Once an Awaiting Approval process is approved by the nominated stakeholders it will be submitted for publishing and does not need Promaster approval.

Process Editor A user who can edit a process, including Promasters, Business Analysts, Process Experts, Process Owners and Process Editors assigned at a process group level.Business Analyst A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities.

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.

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 processes in that process group.

Only the Process Owner, Process Expert , Process Editor , Promasters or users with Business Analysts rights can publish a process.

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".

  • If the first version of a process is ‘In Progress' and the Process Owner/ Process Expert is changed, the change will take effect straight away and does not require approval from the previous Process Owner/Process Expert.
  • If a process has been published and the Process Owner/Process Expert is changed, it is considered a new process revision and must go through the approval workflow, which sends the process back to the previous Process Owner/Process Expert for approval.
  • If the previous Process Owner/Process Expert has left the organisation, the Promaster can publish the process from Dashboard > My Changes > Publish Now.
  • Once the process is published, any further changes will go to the new Process Owner/ProcessExpert for approval.

Yes, by following the details in one of the options described below: