Understanding Approval Workflows
Approval workflows ensure proposals are reviewed before submission. Multiple reviewers can provide feedback and approve sections or entire proposals.
How Workflows Work
Basic Flow
- Author completes a section or proposal
- Submits for review
- Reviewer(s) review content
- Approve or request changes
- Author addresses feedback
- Final approval given
- Ready for export/submission
Approval Levels
Configure multi-level approvals:
- Single Level - One approver
- Sequential - Approvers in order
- Parallel - Multiple approvers simultaneously
Setting Up Approval
For a Section
- Complete your section content
- Click Submit for Review
- Select reviewer(s)
- Add any notes
- Submit
For Entire Proposal
- Ensure all sections are complete
- Click Submit Proposal for Review
- Select required approvers
- Set approval order (if sequential)
- Submit
Reviewing Proposals
As a Reviewer
When assigned to review:
- You'll receive a notification
- Open the proposal/section
- Review the content
- Add comments or suggestions
- Choose: Approve or Request Changes
Review Options
Approve
- Content meets standards
- Ready for next step
Approve with Comments
- Minor suggestions
- No re-review needed
Request Changes
- Issues must be addressed
- Requires re-submission
Reject
- Significant issues
- May need to start over
Tracking Approvals
Approval Status
View status at any time:
- Pending - Awaiting review
- In Review - Reviewer working on it
- Changes Requested - Needs revision
- Approved - All approvals complete
Approval History
See the complete history:
- Open the proposal
- Click Approval History
- View all actions and comments
Notifications
Stay informed about approvals:
Authors receive:
- Approval granted
- Changes requested
- Comments added
Reviewers receive:
- New review requests
- Re-submission after changes
- Reminders for pending reviews
Best Practices
For Authors
- Self-review before submitting
- Include context in submission notes
- Address all feedback thoroughly
- Re-submit promptly
For Reviewers
- Review within deadline
- Provide constructive feedback
- Be specific about changes needed
- Communicate if you can't review
For Managers
- Set clear approval criteria
- Assign appropriate reviewers
- Monitor turnaround times
- Adjust workflow as needed
Configuring Workflows
Organization Settings
Set default workflow in Settings:
- Go to Settings > Approvals
- Configure default approvers
- Set required approval levels
- Save changes
Template-Based
Templates can include workflow rules:
- Required approvers
- Approval criteria
- Bypass conditions
Emergency Bypass
For urgent situations:
- Admins can bypass approval
- Logged in approval history
- Should be exception, not rule