Prior to joining PolicyStat, many clients document approval processes through verbal, electronic, or physical methods. PolicyStat’s Approval Workflows will help you translate existing approval processes to defined, documented, and streamlined Workflows that maintain compliance with accreditation and/or regulatory bodies.

For a more in-depth explanation of Approval Workflows and their role in PolicyStat, see this article

The interactive tutorial covers the process of: 

  1. Creating a new Approval Workflow 
  2. Deleting an existing Approval Workflow
  3. Cloning an existing Approval Workflow
  4. Editing an existing Approval Workflow

This does not, however, cover the process of updating an outdated workflow. These means making adjustments to workflows with policies which are currently in the Approval Workflow. For more information updating outdated Workflows, see this article.

Create, Edit, and Delete an Approval Workflow (03:43)

NOTE: Viewing the tutorial requires Adobe Flash Player. For assistance, please contact your IT department.

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Creating a new Approval Workflow

 

  • Click the Create New Approval Workflow button on the top right of the screen.

 

From the Create Approval Workflow screen, complete the following:

  • Name the Workflow (1). If applicable designate the proper Applicability group (2).
  • Add Approvers by entering names or user groups (4). 

  • By default, the Require Owner Approval checkbox (5) is checked. This sets the user designated as the Owner of the policy be listed as an Approver on this step. To remove this user approval, simply uncheck the box.

 

 

 

WHY IS THE POLICY OWNER APPROVAL ON THE FIRST STEP BY DEFAULT?
Requiring Policy Owner Approval on the first step allows the user assigned as the Owner to be notified via email anytime a policy is being edited. Without being listed as an Approver on this step, they would not be notified otherwise of edits being made to the policy.

Some organizations choose to have the Owner required on the final step to act in a gatekeeper role to ensure education, etc. occurs before a document is made active. Also, by having an Owner on a step (mainly the first one) it allows for collaboration since the Owner controls if the workflow will advance.

STEP DESCRIPTION (3) 

Step Descriptions are reminders to help clarify the purpose of the step.

For example, if the approval of a committee is required, members of the committee can approve without being required to sign in and register their approval.  One (or more) user(s) can be designated as the responsible party for providing a copy of the policy to the committee and submit approval on their behalf.

In the following example, Cameron Davis would take the policy to the Cardiology Committee for their approval and mark the policy as approved (or rejected) on their behalf.

 

In other cases, it may prove helpful to have a title representing a specific user role, such as Medical Director. This can serve as a reminder that whomever is serving the role in question should be the noted approver. 

In the following example, Josh Doane is the Medical Director. If Josh leaves the role, but still retains responsibilities within PolicyStat, it can be a quick reminder that the Workflow would need to change. 

Additional examples for possible Step Descriptions are also shown below:

  • Click to add additional steps if needed (6)
  • When all steps have been added, click Create Flow (7).
     

 

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Edit an Approval Workflow

  • Under the Admin tab, locate Approval Workflows under the Site Data column. 

    siteData_area.png

  • Locate and click the Edit button at the end of the Workflow to be edited.

 

  • Make adjustments to the Workflow as desired by adding or removing Approvers, steps, and/or committees. Save the changes when complete.

  

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Cloning an Approval Workflow 

  • Under the Admin tab, locate Approval Workflows under the Site Data column. 
    siteData_area.png
  • Locate and click the Clone button at the end of the Workflow to be cloned.


  • A clone of the Workflow is automatically created.

  

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Deleting an Approval Workflow

  • Under the Admin tab, locate Approval Workflows under the Site Data column. 
    siteData_area.png

  • Locate and click the Delete button at the end of the Workflow to be deleted.


  • If the Workflow is already attached to policies, a replacement Workflow will need to be selected from the drop-down list.
  • Once a replacement is selected, click the Replace this Approval Workflow button.
     

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This article applies to the following user roles:

SiteAdmin

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