'How to (conditionally) approve or reject a process?' and notifications.
The Engage Process Platform also features an approval module. This module is part of the Enterprise subscription. It allows you to have processes approved first, before it can be published.
Reviewing/approving a process is done in the Viewer by one or more users designated as ‘approvers’. The user receives an e-mail notification that a process is ready to be approved in the Viewer.
Where do I find processes presented for approval?
When a user starts the Viewer, the ‘FOR APPROVAL’ window will automatically pop up. Here the user will find all processes to be approved. If this window is no longer visible, you can click on ‘DELETED’ or ‘PUBLISHED’ in the navigation window at the top. Select the option ‘FOR APPROVAL’ and the processes to be approved will be visible again.
How do I (conditionally) approve or reject a process?
Click on the name of the process you want to review under ‘FOR APPROVAL’ in the navigation window. The process appears on the screen. At the very top, a blue bar is visible with a drop-down menu ‘Review’ on the right. As an approver, you can review the process:
- Approve: you approve the process in its entirety. You can leave an explanation, but this is not mandatory.
- Conditional approval: you approve the process in principle, provided one or more minor adjustments are made. You then don't have to go through the approval process all over again. You now have to leave an explanation so that the process designers know what needs to be changed. This route is often used when small mistakes have been made, such as a language/typing error or a role that is linked incorrectly.
- Reject: you reject the process because the content is incorrect or incomplete.
Note!
When conditionally approving and rejecting, the process remains in the Viewer at ‘TO BE APPROVED’. You can always change your assessment as long as the process has not yet been submitted for publication or re-approval.
Notifications
- Approvers receive an e-mail notification that something is ready for them to approve.
- After an approver's review, an email notification will also be sent to the process designer who submitted the process for approval.