How Do I Manage Review & Approval Workflows in the Request Module?

How Do I Use the Request Review and Approval Feature in Engage?

The Request Review and Approval feature simplifies the process of managing, assigning, and approving responses within the Requests and Dasseti Requests modules. Here’s a comprehensive guide to help you effectively use this functionality.

What Can I Do with This Feature?

• Assign questions or sections to team members (assignees) for updates.
• Define reviewers and their approval roles.
• Track progress and maintain an audit trail of changes.
• Automate notifications and reminders for all participants.
• Save and reuse approval flow templates for recurring tasks.

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How Do I Set Up the Approval Flow?

1. Navigate to the Relevant Request:

   • Open the Requests module and select the specific request.

2. Select Questions or Sections:

   • Under the Request tab, choose one or multiple records (questions or sections) you want to assign.
   • Click the Assign icon to define the assignees and their due dates.
     
     
     

3. Add Reviewers:

   • Specify the reviewers who will approve the responses.
   • Choose the desired approval type:
     • All: Every assigned reviewer must approve the record.
     • Any: Any one reviewer can approve the record.
     • Staged: Approvals occur in sequential steps, with each stage requiring approval before moving to the next.
       

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How Do I Complete the Review Process?

1. Submit for Review:

   • Once assignees have updated the records, they click Ready for Review to submit the responses for approval. The review status will now change to In Progress.
     
     
     

     Consolidated emails can be sent by the assignee(s) once they have marked items as ready for review by selecting the “Send notification” button.

     

2. Review and Approve:

   • Reviewers can approve or reject records via:
     • Quick actions on the record.
       
     • The Review Assignment popup.
       
       
       

3. Handle Rejections:

   • Rejected records are returned to assignees for updates.
   • Assignees can resubmit corrected records using Ready for Review.
     
     

4. Finalize Approvals:

   • For Staged Approvals, all stages must be approved for the process to complete.
   • In All/Any Approvals, the process is finalized once all approval conditions are met.

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How Do I Track and Monitor the Process?

• View Assignments:

  • Check the assignment and approval status on the record.
  • Use the Edit Reviews and Assignees option to modify reviewers, assignees, or due dates.

• Compare Changes:

  • Use the Compare icon to review updates made during the approval process.

• Send Notifications:

  • Notify reviewers when records are ready for review.
  • Use the Reminder icon to send reminders for pending approvals.

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What Additional Features Are Available?

1. Save Templates:

   • Admins can grant users the ability to save approval flow configurations for reuse.
     
     
     

2. Force Approvals or Rejections:

   • Privileged users can force-approve or reject records, and these actions are logged in the audit trail.