Approval Workflows

Team Approvals

Approval workflows ensure proposals meet quality standards before submission. Set up reviewers and approval chains.

Setting Up Approvals

Organization-Wide Settings

Configure default approval settings:

1. Go to Settings
2. Select Approvals
3. Configure:
   • Required approvers
   • Approval levels
   • Default reviewers

Per-Proposal Settings

Override defaults for specific proposals:

1. Open the proposal
2. Go to Settings
3. Configure approval workflow
4. Save

Approval Types

Single Approval

One person approves the entire proposal.

Setup:

1. Designate one approver
2. They review all sections
3. One approval releases the proposal

Sequential Approval

Multiple approvers in order.

Setup:

1. Define approval order
2. First approver reviews and approves
3. Passes to next approver
4. Continues until all approve

Example:
Proposal Lead → Manager → Director

Parallel Approval

Multiple approvers simultaneously.

Setup:

1. Designate all approvers
2. Each reviews independently
3. All must approve
4. Any can request changes

Section-Level Approval

Different approvers for different sections.

Setup:

1. Assign approvers per section
2. Each section needs its approval
3. Proposal ready when all sections approved

The Approval Process

Submitting for Approval

1. Complete the proposal/section
2. Click Submit for Review
3. Select approver(s)
4. Add any notes
5. Submit

Reviewing

As an approver:

1. Receive notification
2. Open the proposal
3. Review content thoroughly
4. Add comments if needed
5. Decision:
   • Approve - Meets standards
   • Approve with Comments - Minor notes
   • Request Changes - Needs work
   • Reject - Major issues

Addressing Feedback

When changes requested:

1. Review the feedback
2. Make necessary changes
3. Respond to comments
4. Re-submit for approval

Final Approval

When all approvals complete:

• Status changes to "Approved"
• Ready for export
• Can proceed to submission

Approval Dashboard

For Approvers

The Approvals page shows:

• Pending reviews
• Recent decisions
• Overdue items

For Authors

Track your submissions:

• Current status
• Who's reviewing
• Feedback received
• History

Notifications

Email Notifications

Receive emails for:

• New review requests
• Approval decisions
• Comments on your work
• Reminders for pending reviews

In-App Notifications

See alerts in Propivix:

• Badge on Approvals menu
• Dashboard notifications
• Real-time updates

Configure Notifications

In Settings > Notifications:

• Enable/disable email
• Set reminder frequency
• Choose what to notify

Best Practices

For the Process

1. Set clear approval criteria
2. Define who approves what
3. Set reasonable deadlines
4. Communicate expectations

For Approvers

1. Review promptly
2. Provide constructive feedback
3. Be specific about changes
4. Communicate delays

For Authors

1. Self-review first
2. Submit complete work
3. Address all feedback
4. Re-submit quickly

Approval Analytics

Track approval metrics:

• Average approval time
• Common change requests
• Bottlenecks
• Approval rates

Use insights to improve the process.

Emergency Situations

For urgent deadlines:

Admin Override:
Admins can bypass approval for urgent cases.

Note: This is logged and should be rare.

Next Steps

• Understand roles
• Learn about workflows
• Export your proposal