How Do I Manage Review & Approval Workflows in the QA Bank?

The QA Bank Review Approval Process helps streamline content review and approval within the QA Bank module, allowing users to manage reviews efficiently. This guide outlines the key steps and features to help you get started.

How to Create Workflow

How to Manage Workflow

How to Edit Workflow

Bulk Actions

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Key Features

• Customizable Roles: Assign Assignees and Reviewers individually, in bulk, or by user group.
• One-Off vs. Recurring Reviews: Choose a single review or set up recurring review schedules with defined start dates, frequency, and due dates.
• Notifications and Reminders: Set automated notifications to keep the process on track.
• Flexible Editing: Update or reassign roles, adjust deadlines, or overwrite workflows as needed.
• Bulk Actions: Apply workflows to multiple questions at once or edit existing workflows in bulk.
• Import Options: Use Excel templates to import review settings for large-scale updates.

Overview of the Approval Process

The QA Bank Review Approval Process involves the following roles and steps:

1. Assignees: Responsible for updating content and marking it as "Ready for Review."
2. Reviewers: Approve, reject, or edit content as needed.
3. Notifications: Keep all participants informed at each stage, ensuring clarity on roles and deadlines.
4. Tracking and History: Every action is logged for transparency, and users can compare changes throughout the process.

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Step-by-Step Process

1. Initiate the Workflow
   • Select one or more questions from the QA Bank.
     • Use the "Bulk Assign > New Approval Workflow" for multiple items 
       
     • For single questions, select the "Assign" button.
       
        
2. Define the Review Cycle
   • Choose between a One-Off or Recurring review.
     
   • For recurring reviews, specify the start date, frequency (months/years), and review due time (days/weeks/months).
     
      
3. Assign Roles
   • Assignees: Content owners responsible for updates.
   • Reviewers: Individuals or groups responsible for approval.
   • Choose between review types:
     • All: Requires all reviewers to approve.
     • Any: Approval by any reviewer suffices.
       
        
4. Notifications
   • Enable notifications for Assignees, Reviewers, or other users as needed.
   • Add reminders and custom messages to support the workflow.
     

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How to Manage Tasks within Workflow 

1. Submit for Review

   • Assignees mark content as "Ready for Review" after updates.
     To notify reviewers that their content is ready for review, assignees must select their completed questions and use the ‘Send Notification’ option in the top-right corner of their screen.

     This will send a single consolidated email to the relevant reviewers, containing all records that are ready for review.

      

   • The status is updated to "Under Review". Reviewers are notified and can approve, reject, or leave comments.
     
      
2. Approval or Rejection
   • The reviewer may then choose to Approve or Reject the record and add a comment to detail their reasoning.
   • Approved content is marked as "Approved."
   • Rejected content returns to the Assignee for updates and resubmission. 

   • If rejected, the status will be marked as ‘Rejected’ and the record is sent back to the assignee to make amends. The assignee can then resubmit the record for review, using the same workflow detailed above.

     When a record is rejected, all linked reviewers and assignees will be notified of this via email.

     
     
      

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     Edit Reviews and Assignees

     Here is a video to follow along.

     Users can make updates to a Review Approval Process by clicking on the Q/A bank question.  This opens the Edit Item window. There is a tab to Review Workflow side pop-up, allowing users to:

     • Update Assignees, Reviewers, due dates, email notifications, and review types.

     • Make significant adjustments or completely overhaul the review setup.

       

     For recurring review cycles, users can download a scheduler forecast in Excel, which provides a detailed schedule of all future review actions within the specified parameters:

     

     Additionally:

     • Changes to the review settings and edits between review stages can be tracked via the Review History icon in the Edit menu:
       
     • Users can compare updates made during the review process using the Compare icon:
       

• Bulk Overwrite/Edit

  1. Users can bulk overwrite approval workflows by selecting the relevant questions followed by the ‘Bulk Assign > New Approval Workflow’ option. This option can be used to completely overwrite any existing review settings linked to the questions.
     
     

     A warning is shown if any selected questions already have an approval workflow applied as shown below:
     

  2. The set up of the workflow is the same process (assign review schedule, roles, etc).