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Workflow Approval

The Workflow Approval Process is a feature in OSPROV that requires workflows to be reviewed and approved by designated users before they become available to all users. This ensures quality control and proper oversight of workflows before they are published for general use.

Key Features​

  • Optional Feature: The approval process is disabled by default and can be enabled by administrators
  • Role-Based Approvers: Administrators can designate specific user roles as workflow approvers
  • Email Notifications: Automatic notifications are sent to approvers and workflow authors
  • Approval Queue: Dedicated section for approvers to review pending workflows
  • Rejection with Feedback: Approvers can reject workflows with detailed reasons

Accessing Workflow Approval Settings​

  1. Log in to OSPROV with an administrator account
  2. Navigate to Settings in the sidebar menu
  3. Select System Settings
  4. Click on the Workflow tab

Enabling Workflow Approval​

For Administrators: Configuration Steps​

  1. Enable the Feature

    • Check the box for "Enable Workflow Approval"
    • When enabled, additional configuration options will appear

  2. Configure Approver Roles

    • In the "Workflow Approvers" dropdown, select one or more user roles that should be able to approve workflows
    • Multiple roles can be selected (e.g., "Manager", "Administrator", "Workflow Reviewer")
    • Important: Authorization channels are not required for workflow approval - all users with the selected approver roles can approve workflows regardless of their authorization channel assignment

  3. Set Email Template

    • Choose an email template for "Template for Workflow Approval"
    • This template will be used for approval-related notifications

  4. Save Settings

    • Click Save to apply the changes

Important Notes for Administrators​

  • Default State: The feature is disabled by default for all new installations
  • Existing Workflows: When you disable the approval feature, any workflows currently pending approval will be automatically approved
  • Role Management: If you remove approval permissions from a user's role, they will no longer see the approval queue
  • Authorization Channel Override: Workflow approval bypasses authorization channel restrictions - approvers can review and approve workflows from any system or department, regardless of their assigned authorization channels

For Workflow Authors: Publishing Workflows​

When Approval is Disabled (Default)​

When the approval feature is disabled:

  • Click "Publish" on your workflow
  • The workflow immediately becomes available to all users
  • No additional steps are required

When Approval is Enabled​

When the approval feature is enabled:

  1. Create Your Workflow

    • Build your workflow as usual using the workflow builder
    • Test and refine your workflow while it's in draft status

  2. Submit for Approval

    • Click the "Publish" button on your workflow
    • Instead of being published immediately, your workflow status changes to "Pending Approval"
    • The workflow remains visible only to you and designated approvers

  3. Wait for Review

    • Designated approvers will receive an email notification about your workflow
    • Your workflow will appear in their approval queue
    • You can continue to view your workflow, but it won't be available to other users yet

  4. Receive Notification

    • You'll receive an email notification when your workflow is approved or rejected
    • Check your email and the workflow status for updates

Handling Workflow Rejection​

If your workflow is rejected:

  1. Review the Rejection

    • You'll receive an email notification about the rejection
    • The workflow status will show as "Rejected"
    • View the rejection reason provided by the approver

  2. Make Necessary Changes

    • Edit your workflow to address the concerns raised
    • Make the required improvements or corrections

  3. Resubmit for Approval

    • Click "Publish" again to resubmit your workflow
    • This will trigger the approval process again
    • The workflow status will change back to "Pending Approval"

For Approvers: Reviewing Workflows​

Accessing the Approval Queue​

  1. Navigate to My Action Queue

    • Go to My Action Queue from the main menu
    • Look for the "Workflow Approval" section at the top of the page

  2. View Pending Workflows

    • This section is only visible to users with approver roles
    • Authorization Channel Independence: You can approve workflows from any system or department, regardless of your authorization channel assignment
    • All workflows with "Pending Approval" status are listed here
    • You can see workflow details like:
      • System name
      • Workflow name
      • Created by (author)
      • Current status

Reviewing a Workflow​

  1. Open the Workflow

    • Click on a workflow from the approval queue
    • This opens the workflow
    • Review the workflow structure, tasks, and configuration

  2. Make Your Decision

    • You have two options: Approve or Reject
    • Consider factors like:
      • Workflow logic and structure
      • Compliance with organizational standards
      • Completeness and clarity
      • Potential impact on users

Approving a Workflow​

  1. Click the Approve Button

    • Click the green "Approve" button with the checkmark icon
    • Confirm your approval when prompted

  2. What Happens Next

    • The workflow status changes to "Published"
    • The workflow becomes available to all users
    • The author receives an email notification of approval
    • Your approval is recorded with timestamp and your user ID

Rejecting a Workflow​

  1. Click the Reject Button

    • Click the red "Reject" button with the X icon
    • This opens a rejection form

  2. Provide Rejection Reason

    • Enter a detailed reason for rejection in the text area
    • Be specific about what needs to be improved or corrected
    • This feedback helps the author understand what changes are needed

  3. Submit Rejection

    • Click "Save" to submit the rejection
    • The workflow status changes to "Rejected"
    • The author receives an email notification with your rejection reason

Workflow Status Guide​

Understanding workflow statuses in the approval system:

  • Draft: Workflow is being created/edited by the author
  • Pending Approval: Workflow has been submitted and is waiting for approval
  • Published: Workflow has been approved and is available to all users
  • Rejected: Workflow has been rejected by an approver
  • Unpublished: Previously published workflow that has been made unavailable

Best Practices​

For Workflow Authors​

  1. Test Thoroughly: Test your workflow completely before submitting for approval
  2. Clear Documentation: Include clear descriptions and instructions in your workflow
  3. Follow Standards: Adhere to your organization's workflow standards and guidelines
  4. Address Feedback: When rejected, carefully review and address all feedback before resubmitting

For Approvers​

  1. Timely Reviews: Review workflows promptly to avoid delays
  2. Constructive Feedback: Provide specific, actionable feedback when rejecting workflows
  3. Consistency: Apply approval criteria consistently across all workflows
  4. Documentation: Keep records of approval decisions for audit purposes

For Administrators​

  1. Clear Guidelines: Establish clear criteria for workflow approval
  2. Role Management: Regularly review and update approver roles
  3. Template Maintenance: Keep email templates up to date and professional
  4. Training: Provide training to approvers on evaluation criteria

Troubleshooting​

Common Issues​

Approval Queue Not Visible

  • Verify you have been assigned an approver role
  • Check that the approval feature is enabled in system settings
  • Contact your administrator if the issue persists

Workflow Stuck in Pending Status

  • Ensure there are active users with approver roles
  • Check that approvers are receiving email notifications
  • Contact an administrator to review the approval configuration

Email Notifications Not Received

  • Check spam/junk folders
  • Verify email settings in system configuration
  • Ensure the correct email template is selected

Cannot Resubmit Rejected Workflow

  • Ensure you have edit permissions for the workflow
  • Check that the workflow status is "Rejected"
  • Try refreshing the page or logging out and back in

Getting Help​

If you encounter issues with the workflow approval process:

  1. Check Permissions: Ensure you have the necessary roles and permissions
  2. Review Settings: Verify that the approval feature is properly configured
  3. Contact Support: Reach out to your system administrator for technical issues
  4. Documentation: Refer to your organization's workflow guidelines

Summary​

The Workflow Approval Process enhances OSPROV's workflow management by:

  • Ensuring Quality: All workflows are reviewed before publication
  • Maintaining Standards: Consistent application of organizational standards
  • Providing Oversight: Clear audit trail of approval decisions
  • Enabling Collaboration: Structured feedback process between authors and approvers

This feature helps organizations maintain high-quality workflows while providing a clear, structured process for workflow publication and review.