Initiating a policy approval
Roles and permissions
The following roles can initiate approvals:
Anyone with manager permissions for the policy
When you are ready to submit a policy document for approval, you can configure an approval request and assign approvals to one or more approvers. Approvers must be Hyperproof users and able to log in to Hyperproof to complete their approvals. When approvals are created, Hyperproof sends a notification to each approver containing a link to their approval and the due date. Additional notifications are sent to approvers with outstanding approvals on the due date, and every 7 days, the approval is past due.
To configure an approval:
From the left menu, select Policies.
Select the policy that requires approval.
The Overview tab displays.
Select the Document tab.
Click the View drop-down and select the policy version that requires approval.
Verify that the correct copy of the policy document is displayed. If it is not, refresh the document as follows:
If LiveSync is toggled on, click Sync now to force an update to the latest version.
If LiveSync is toggled off or is not an available option, click +Replace file and manually upload the latest version. For upload instructions, see Adding a policy document.
Click the Stage drop-down and select Approval.
The Request approval window displays.
In the Approval flow type section, select one of the following options:
Note
This option displays only when more than one approval step has been configured.
Sequential - Indicates that the approval steps occur one after another in order. If you have two steps, the approvals for Step 2 aren't created until the approvals for Step 1 are completed.
Parallel - All steps are reviewed simultaneously. If you have two steps, the approvals for both Step 1 and Step 2 are created simultaneously. Having multiple steps allows you to have different completion rules for each step.
Click the +Step button to add a step to the approval process.
The Completion rule field defaults to Everyone must approve. You must select at least one approver before you can modify this field.
Everyone must approve - All assigned approvers must mark their approval as Approved to complete the step.
Minimum approvals required - A user-specified number of approvers must mark their approval as Approved to complete the step.
How many approvals are required? - Enter the number of approvals that must be marked Approved for the step to be completed. This field is required if you have selected Minimum approvals required as the completion rule for this step.
In the Approvers drop-down, select one or more approvers. Approvers must be Hyperproof users, not contacts. These users are not required to be members of the target object, such as the Control where you are creating the task. From this list, you can select the following:
Note
If you select duplicate users as approvers when selecting user fields and users by name, Hyperproof automatically detects the duplicates, and only one approval is generated for the duplicate users.
Note
Hyperproof users assigned to approve a policy document are added to the facepile for the policy as contributors, allowing them to view the policy document they are reviewing. These users are also added to the facepile for the parent approval record as contributors, allowing them to update the Approval status on their individual approval tasks.
Specific Hyperproof users by name
User fields from the task, target, or policy, such as Created by.
Continue configuring additional approval steps as needed.
Click Create.
The Approval ID for the parent approval work item displays on the Overview and Document tabs. Note that the parent work item does not display on the Approvals tab.
Note
If you need to configure a due date, navigate to the Approvals tab for the policy and add a due date for each approval.
When the approval is created, there is one parent approval containing the child approvals. Each approver is assigned to a child approval. Child approval summaries are automatically generated in this format: <Assignee> name>: Approval for <Policy Name> version <version ID>. This field can be edited.
To view child approvals, select the Approvals tab for the policy . To view parent approvals, click the Approval ID on the Overview or Document tab.