We are delighted to share that the long-awaited Approval functionality for subprocesses has been added to our platform! ✨
​
This means you no longer have to go through the trouble of creating an extra subprocess to establish a four-eyes approval. Instead, you can simply configure the Approval settings on the controls while creating or editing them.

​

The subprocess and subprocess template edit/create forms now have a new setting for mandatory approval process. Enabling this setting ensures that another user must review and approve the subprocess before it is considered complete.
​

🔔 By default, you'll be prompted to send email notifications to the 'process maker' (see definition in the below section) when setting up the Approval for a subprocess. To learn more about how email notifications can benefit your team, please refer to the Notifications paragraph.

There are two roles involved in the approval process: the Maker and the Approver.
​
🙎🏼‍♂️ The Maker is responsible for completing the subprocess, marking it as 'Done', and initiating the approval process. Once this is done, the Maker cannot approve or reject the process. Instead, they will see a double-check mark indication to follow the status.
​

🕵🏼‍♂️ The Approver is a different user with access to your organization who is responsible for reviewing the subprocess and either approving or rejecting it. It's important to note that the Approver can be any other user than the one who marked the subprocess as 'Done'.

If you decide to activate Approval for a subprocess, it's important to keep in mind that any subprocesses with deadlines that fall within the current process interval will need to be approved in order to be considered fully completed.
​
This means that past processes might initially show up as 'Overdue'. For example, suppose you are in charge of supervising your team's annual processes and you need to enable a new approval setting for the upcoming year. However, some processes have already been finished within the current year. Once you activate the approval setting, these annual completed processes will show up as 'Overdue'. To avoid confusion, leave a comment stating that 'the new approval functionality has been introduced for audit purposes' and approve the process.

The double-check mark button will indicate whether the subprocess has been approved or not.
​

Once the maker completes the subprocess, their colleague will have the option to either 'reject' or 'approve' it.

If you want to see who has marked the subprocess as 'Done' and who has approved it, simply click on the person's name on the subprocess. This will allow for easy tracking of progress and responsibility.

​

It is important to note that the status bar of the subprocess will not show 100% completion until it has been fully approved by the team. This means that even though the maker has completed their part of the process, it still requires Approval to be done.

​

When you need to reject a subprocess that requires approval, you'll be prompted to provide a reason for the rejection.

​

This reason will be sent to the process maker via email if notification settings are enabled (see the Notifications section).

​

Processes that have not yet been approved and whose deadlines have passed will be displayed in the Overdue section:

​

The 'In progress' status filter displays all processes that are currently 'In progress', as well as those that have been marked as 'Done' but are awaiting approval:

​

When configuring the Approval function, you will need to decide whether to send email notifications to the process maker, which will keep them informed of the status of their work.

If you need to modify these settings, simply access the subprocess details and select the Notifications tab.

​

You have the option to inform the process maker when the subprocess is either rejected or approved. Sending a notification when the work is rejected is strongly recommended 💪🏼

​

The email contains a link to the process for easy access.

​

Please be aware that when reviewing the reports, the status of 'Done' processes will no longer be considered fully completed. Instead, they will now appear in the 'In Progress' bar since they require to be approved. This status will also be reflected in the main process card status bar on the dashboard.
​
​

In the event that there are processes that have missed their deadlines and you receive a 'Missed deadlines report' on a daily basis, these processes will also be included in the report.
​
This information is also provided in our Process Report to ensure that any auditors or other interested parties have a clear understanding of how your team operates, and to address any potential questions they may have.

​