Governance approval and reapproval

The governance approval process starts when a workflow is launched, triggering a review and approval of process blueprints to help ensure compliance with defined standards. Automated reapproval can be configured to periodically relaunch governance workflows, and after approval is granted, the system republishes the process.

Governance approval

The governance approval process begins when the workflow is launched, triggering the initiation of approvals. At this stage, process blueprints are reviewed, requiring thorough evaluation and approval before progressing further. This helps ensure that all aspects of the governance workflow align with the standards and compliance requirements.

A workflow task can be assigned to either an individual user or a user group for review or approval.

  1. When a process blueprint is under review, a Work-in-Progress work in progress button button appears in the toolbar. Click this button to see the outstanding tasks associated with the governance workflow. Open the Work history view to see a list of in-progress and completed governance workflow apps for the blueprint.
  2. The assignee can view and approve the task from the Work tab.
  3. If assigned to a user group, task notification emails are sent to all members of the group. These emails contain a link to the workflow task.
  4. Task Options Available to Users:
    • For approval tasks - Users see Approve and Reject buttons.
    • For other tasks - Users see Complete and Add task buttons.
  5. When a task is assigned to a user group, only the user who claims the task can see the task options and act on the task.
    Remember: Only Editors and Contributors of a group can claim and approve workflow tasks. Community members or Viewers in the group cannot access or work on workflow task that is assigned to the group.
  6. You can use the Reassign to another user or group button if you want to reassign the task to another user or group.
  7. When approved, the process blueprint is published.
Note: Unpublishing a process blueprint requires you to follow the approval steps to publish again.

Governance reapproval

You can set up automated reapproval in your account to ensure that the processes remain compliant and relevant over time. When enabled, reapproval workflows are automatically launched by using the governance apps that are configured for the account or space. After approval is granted, the system republishes the process.

To specify a schedule for reapproval, follow these steps:
  1. In the Admin page, go to the Settings > Governance tab.
  2. Select the option Reapproval after (days) and set the number of days before an automatic reapproval workflow is triggered, starting from the last published date.
  3. When approved, the process blueprint is republished.

    If the reapproval setting remains enabled, the process must be reviewed and reapproved again after the interval that you specified.

Note: If any Approval step is rejected, then the blueprint gets unpublished.