- To understand the basics of Approval Workflows.
- While a policy proceeds through the Approval process in PolicyStat.
What are Approval Workflows?
Approval Workflows are a sequence of steps wherein selected Approvers can either mark their approval or make edits to a policy while it pends for approval.
How Are Approvers Assigned?
When creating an Approval Workflow, a Site Administrator selects users to mark their approval. A user can either be assigned to mark approval on their own behalf, or on behalf of a committee.
What Comprises Steps on an Approval Workflow?
An Approval Workflow must have at minimum one step with one user, or it can also have hundreds of steps and hundreds of Approvers on each step. Best practice dictates restricting Workflows to only the necessary parties to avoid a backlog in the approval process. That decision is to be decided on a local site by site basis.
However, before a pending policy can move to the next step, all Approvers on each step must mark their Approval.
Using the above example, before the policy can move from step 2 to step 3, both Approvers must mark their Approval. If Egon Spengler is ready to approve, but Samantha Drieden isn't sure and wants to review it further, the policy cannot move to Step 3 until both mark their approval.
What Happens Once All Approvers Have Approved?
By default, once the final Approver has marked their approval, the policy becomes Active. Any user can view the policy's content and search to locate the policy*.
However, an effective date can be scheduled for a date in the future. During this period, the policy will move to a status of "Scheduled" and will not yet be live and searchable. For more on scheduling an effective date, see this article.
What About the Other Pillars of PolicyStat?
The topic of Approval Workflows is one of the Three Pillars of PolicyStat. For more on the Three Pillars concept or to view the other two Pillars, see this article.
*This will occur after the nightly refresh of the searching index of files and will not occur immediately.