Submit a process for approval

To submit a new process for approval or subsequent changes to the process that require approval, the Process Approval setting must be enabled. Once enabled additional approvers can be assigned to the approval workflow in addition to the Process Owner and Process Expert.

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 or sub group.

Yes, they will receive a notification on Dashboard > My Changes. To receive email notifications, enable the Admin > Configure > Process and Document Approval > Enable process approval emails (Default: Off) setting.

If you realise you have further changes to make to your process after you have submitted it for approval:

  1. Go to the process and click Edit.
  2. Make the required changes to the process and click Save.

Follow the steps in Submit a process revision for approval when you want to submit the changes for approval.

Submit a new process for approval

  1. Create a process.
  2. Click Edit, make the required changes and click Save.
  3. Click Submit for Approval.
  4. Type a change description and click Save and Submit for Approval.

The process status will change to Awaiting Approval and you can view Process Approver details from the Map tab > Process attributes > Change Log.

Submit a process revision for approval

  1. Navigate to the process.

Complete one of the following actions:

  • Use the Search box at the top-right of the main navigation bar.
  • On the Home Page:
    • Use the Search box.
    • Click Recently viewed or My favourites.
  • Click Processes > All Processes.
  • Click Processes > Recently viewed.
  1. Click Edit, make the required changes and click Save.
  2. Click Submit for Approval.
  3. Type a change description and click Save and Submit for Approval.

The process status will change to Awaiting Approval and you can view Process Approver details from the Map tab > Process attributes > Change Log.

Check the status of a process approval request

  1. Navigate to the process.

Complete one of the following actions:

  • Use the Search box at the top-right of the main navigation bar.
  • On the Home Page:
    • Use the Search box.
    • Click Recently viewed or My favourites.
  • Click Processes > All Processes.
  • Click Processes > Recently viewed.
  1. On the Map tab, select the Process attributes drop-down and click Change Log.

The Change Log displays the following process approval details:

  • who submitted the changes
  • when the changes were submitted for approval
  • users who are required to approve
  • users who have approved
  • users who haven't approved

Note: Users with process view rights can see all change log details.

Tip: You can also check the process approval request status from the Dashboard > My Changes > All or Processes for Approval. Hover on user to see who has approved/declined/pending.