Publishing, Approving and Reviewing the Maps

To allow the process maps to be made available, the Visio maps have to be:

  • published to provide html versions
  • approved to show they are correct
  • reviewed on a regular basis to ensure they remain correct.

The Triaster Server provides the facilities to do this. The following steps describe Triaster's approach to creating, editing, testing and approving a process map:

Publishing

(see Map Publication and Approval Process)
  1. An author develops new content or experimental work within the Drafts folder, or if not used, directly in the Sandpit folder.
  2. When the map is essentially complete, the author copies the map to the Sandpit folder (if required) and tests it alongside other associated maps and files.
  3. Once development work has finished, the author changes the map's Approval Status to New, selects a Content Approver (and Approvers in any other Approver classes, for example, Compliance) and changes the Ready for Approval property to Yes.
  4. Sandpit site publication is normally run on a fixed schedule, but can be run manually by an Administrator using the Publish button on the Administration page.


    5. NOTE: A file will not be copied if any of the following error conditions occur:
    • The file contains multiple maps
    • An approver has not been selected in the Approver Name field (not an error if Approval Status is set to Approval Not Needed)
    • Approval Status is blank or set to Approved or Rework
      • In these cases, a warning email is sent to the Author. This is to prevent the map becoming locked but not accessible via the approvals interface.
  5. During the Sandpit Publish, any map with Ready for Approval set to Yes is copied automatically from the Sandpit to the Prelive site and a Prelive Publish is triggered.
  6. Triaster Server locks the copy of the map in the Sandpit site against editing. When opened, the following message is displayed: This map is currently pending approval and cannot be modified. The map's shapes are locked from within Visio and the map itself is greyed out. The Ready for Approval property is set back to No.
  7. When the Prelive site is published, Triaster Server automatically sends out emails alerting the named Approvers that the new map requires assessment. This publish will be triggered by a map being copied from Sandpit into Prelive.

Approving

(see Map Publication and Approval Process)
  1. Approvers assess the map and, by logging in to the Approvals area in the Triaster Server, mark the map as either approved or requiring rework.
  2. If a map has been fully approved, Triaster Server automatically:
    • Changes the Approval Status property to Approved.
    • Sends a notification email to the Author.
    • Copies the map from Prelive to Live. This will automatically trigger a Live publish.
    • Copies the map back to the Sandpit site, overwriting the previously locked copy. This is now editable. The Ready for Approval Node property is set back to No.
  3. If one or more approvers mark the map as requiring re-work, Triaster Server automatically:
    • Sends a notification email to the author and all named approvers.
    • Copies the map back to the Sandpit site, overwriting the previously locked copy. This is now editable.
    • Sets the Ready for Approval Node property to No.
  4. When the Author has carried out the changes requested by the Approver, the author changes the map's Approval Status from Rework to New or Modified and then sets the Ready for Approval node property to Yes.

NOTE: Approvers receive a reminder after 7 days if the approval has not been given and every 7 days after that.

Reviewing

(see Map Review Process)
  1. The Live site is published. The process maps are then visible to all library users.
  2. The Review cycle schedule is triggered.
  3. The Reviewer is sent an email a set number of days prior to the Review date.
  4. The Reviewer assesses the map and, by logging in to the Reviews area in the Triaster Server, marks the map as either No Change Needed or Requiring Update.
  5. If a map has been set to No Change needed, Triaster Server automatically:
    • Changes the map's Next/Last Review Date properties set to the next review date and today's date respectively in Live, Prelive and Sandpit.
    • Triggers Live, Prelive and Sandpit Publishes.
  6. If the Reviewer marks the map as Requiring Update, Triaster Server automatically:
    • Sends a notification email to the author.
    • Adds the reason for the Request for Update into the map in Sandpit and triggers a Sandpit Publish.

NOTE: A Review due alert is sent 30, 14 and 7 days before the Review due date and after the Review due date (configurable at Library and Site Level).

Last Reviewed: 23/08/2019