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Approving or requesting a change to a policy

Roles and permissions

All user roles can access approval tasks assigned to them without needing to be a member of the associated policy.

When a Draft policy document is complete, the policy owner or manager moves that version of the document to the Approval stage to have it go through an approval process. The manager assigns approval tasks to the appropriate policy stakeholders. When approval tasks are assigned, Hyperproof sends each approver a notification with a link to their approval task. To approve or request a change to a policy you must be logged in to Hyperproof.

To approve or request a change to a policy:

Note

You must be able to log in to Hyperproof to access your approval tasks.

  1. Each approver receives a notification when they are assigned a policy approval task. Open the Hyperproof notification and click the link to your approval task. If you are not logged in to Hyperproof, you are asked to log in to authenticate your identity.

    Or

    Open Hyperproof, navigate to Work Items > Approvals , and select an approval task.

    The Approval window displays.

  2. Review the policy version displayed in the left panel.

  3. If no changes are necessary, click Approve.

  4. If changes are necessary, describe the changes in the Comment field, then click Request changes.

    Note

    Hyperproof requires a comment to allow you to click Request changes.

pol-approval.png

Field

Definition

Document panel

Displays the policy document to be approved. In this panel you can scroll to review the entire document.

Status

This field is not editable for approval work items.

Facepile

Displays the person assigned to the approval task, and the person who assigned the task.

ID

The system generated approval ID for the approval task. Approval IDs always begin with AP. The ID is a combination of the parent approval ID followed by a period and the individual approval ID. For example, if the parent approval ID is AP-31, then the individual approval IDs are AP-31.1, AP-31.2, and so on. This field can't be edited.

Title

The system generated title for the approval task in the format: <Assignee> name>: Approval for <Policy Name> version <version ID>. This field can be edited.

Description

User-specified description for the policy or approval task.

Comment

The approver provides any feedback on the policy document here. This field is required to select Request changes.

Approve

Click Approve to approve this version of the policy. Hyperproof notifies the policy that you have approved the policy.

Request changes

Add a comment to the Comment field about any changes you feel are necessary and click Request changes. Hyperproof notifies the policy owner that changes are needed.

Source

The system generated link to the policy record in the format: <Policy name> version <version ID>. Click this link to open the policy from the approval. If you are not a member of the policy, you can't access it via this link.

External link for editing

Link to the editable draft of the policy document. The link is available only for documents in a cloud storage location, such as Google Docs. Click this link to access the draft of the policy document.

Assignee

The user assigned to approve this policy document.

Due date

Date that the approval must be completed.

Priority

The priority for this approval task. The default setting is Medium. This field can't be edited.

Responded on

Date that the assignee completed their approval task.

Activity Feed

The log of activity for this approval task. You can @mention another Hyperproof user in the Activity Feed to generate a notification about this task.

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