Guide Approval, together with the Versioning & Activity Log, enables you to control and standardise the documents that fall under a strict quality controls - by having Guides checked before being able to Publish them.
Guide Approval is a feature that we can enable on Platform Level (included in Enterprise+).
Platform Admin and Admin can set up Guide Approval.
How does Guide Approval work?
The feature works well for organisations that want tighter control of the quality and/or compliance of Guides. So, for instance for a beverage producer we see the following application. The company uses SwipeGuide to create SOPs and work instructions. For every production line there is a team that creates and maintains the Guides. The Guides created always need to be reviewed and approved by an engineer and the Line Manager. So, the following steps are needed in order to set-up & use the Guide Approval within a team.
1. Turn on Guide Approval for your Team(s): Once we activate this feature on your Platform, the Platform Admins and Admins are able to turn on Guide Approval for each Teams.
2. Assign the Approver Role to your Team members: Admins of the Team can select one or more Approvers to be the responsible for checking and approving Guides before they get published upon request from Editors.
3. Set the order of the Approval between your Team members: You can choose an order in which Approvers would have to review the Guides. Each approver would get a email notification asking them to review the Guide only when its their turn.
4. Request for approval: Editors can request approval for a Guide that is ready for publishing. An email notification will be sent to Approvers informing them that they've been requested to review a Guide.
5. Approve Guide and Publish or Reject and Give feedback: Approver(s) have to review, Approve & Publish or Reject the content submitted. An email notification will be sent to Team members informing them about the status of the Guide: Approve & Publish or Rejected.
6. Get your Guide Published after a version has been rejected: Check what revisions need to be made and then submit another request for approval.
Turn on Guide Approval for your Team(s)
1. Log in on your Platform as a Platform Admin or Admin.
2. Click "User management" and then "Teams" in the main menu of the Platform
3. Click on the Team you want to set up the Approval process for
4. Select the Guide Approval tab, then tick the box to "Activate Guide Approval" for this Team
Assign Approver Roles to your Team members
When it is switched on, Admins of that Team can select one or more Approvers to be the responsible for checking and approving Guides before they get published upon request from Editors.
Select a first Approver from this Team's Users list
Note: Only Editors and Admins can be assigned the Approver role (Viewers can't be approvers since they would need access to the CMS to review the Guides)
2. Click "Add Approver" to select to next user from this Team's Users list
3. Click "SAVE" to complete the Guide Approval Setup
This Team can now request approval for their Guides to be reviewed and published.
Set the order of the Approval between your Team members
Once you selected who needs to approve your Team's Guides, you can choose an order in which they would have to review the Guides. This way, each approver would get a notification asking them to review the Guide only once its their turn.
1. Tick the box "Set approval order"
2. Click up and down arrows to set approvers in the right order
3. Click "SAVE" to complete the set-up.
This Team's approvers will now receive the approval in the pre-established order.