REQUIRES APPROVE ASSIGNED FILES ONLY OR APPROVE ALL FILES PERMISSION

Approve Maps

NOTE: This function is available only on the Prelive site to permitted users.

When a map, for which you are desgnated as an Approver, is published on the Prelive site, you will receive a notification email requesting Approval. In most cases, publication is an automated process and there may be several maps listed in the email, each requiring approval.

Example of an Approvals notification email

When you receive a notification email:

  1. Browse to the Triaster Process Library Prelive site.
  2. Click on Approvals and if requested, login.
  3. You will see a list of the maps that require your approval. If you have the permission, there will be a check box Show maps for all approvers. If you tick this box, all maps that are awaiting approval will be listed.

    4. List of maps requiring approval

  4. To view a map, click on its link.
  5. To approve a process map without recommending any changes, select the Approve check box. Optionally, add a comment which will be included in an automatically generated email informing the author that the map has been approved. Repeat the process for any other maps you are recommending for Approval.

    6. Recommending approval

  6. If you think a process map requires modification, select the Rework check box to request amendments. Type your reasons in the adjacent text box. This is important so that the author knows what to change. This text is included in an automatic email sent back to the author and is written into the map's Node properties.

    7. Recommending rework

  7. Having finished your review session, click on the Next button. A confirmation screen is displayed showing the maps you have marked for approval or rework.

    8. Examples of approval and rework recommendations

  8. Optionally, select the Send me confirmation by email check box to send yourself a confirmation email summarising the decisions you have made.
  9. Click on the Confirm button. The Visio process maps you have approved or recommended for rework are updated with the new status information:
    • If you have approved the map, its status (for your approval) will change to Approved and the date will be updated to today's date. When all the necessary approvers have approved it, the version number will be incremented and any revision will be set to zero. The map will then be published in Prelive, copied to Live and Sandpit and published.
    • If you have marked a map for rework, its status (for your approval) will change to Rework and the rework reason will be copied into the appropriate property. The author will be sent an email with your reason for rejection. The map will then be published in Prelive and copied to Sandpit and published.
Last Reviewed: 09/08/2019