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Understanding the Work items approvals tab

Roles and permissions

The following roles can access the Work items - Approvals tab:

  • Administrators

  • Compliance managers.

  • Users

  • Limited access users

The Work items - Approvals tab lists all completed and pending approvals. Hyperproof supports the following approval types:

You can view approval records in the following styles:

  • Card view - provides a kanban-style display of your approvals, with each approval represented by an approval cards. Cards include the ID, name, and/or description of the approval, the status, and the due date.

  • Grid view - displays approval records in a table where you can bulk edit those records. See Bulk editing approvals.

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Field/Option

Definition

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The Filter icon opens the Filter panel, where you can filter approvals by the following fields:

  • Summary

  • ID

  • Description

  • Status

  • Assignee

  • Created by

  • Due date

  • Priority

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The Gear icon opens the Settings window, where you can select the fields you want to include in the grid view. You can drag and drop the fields to change the display order.

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Use the view icons to switch the window between the Card view and Grid view. The Card view icon is on the left, and the Grid view icon is on the right.

Card view

All

The All tab displays all approval records.

Assigned to me

The Assigned to me tab displays approval records where you are the assignee or the owner/creator.

Status

Approval statuses are displayed across the top of the Card view. Approval statuses include:

  • Not started - The initial state of the approval before any work has started.

  • In progress - Indicates that the approval is being worked on.

  • Approved - The approver has completed the approval by marking it Approved.

  • Change requested - The approver has requested a change to the item being approved.

  • Cancelled - The approval workflow was cancelled prior to reaching the final Approved or Change requested state. Approvals are cancelled when:

    • A policy version being approved is returned to a Draft stage for further work.

    • In a multi-step sequential approval, when the first step results in a change requested status, the approvals in the subsequent step(s) are cancelled.

Card

Approval cards contain the following information:

  • A link to the record being reviewed and approved.

  • Approval ID and title. The ID is generated by Hyperproof and can't be modified.

  • Status

  • Due date

  • User icon of the approver

Grid view - Menu bar

Use the Menu bar options to complete bulk updates to the list of approvals.

Clear link

The Clear menu option clears any checkboxes you have selected on the Grid view. Displays only when at least one checkbox is selected.

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Status link

Use the Status option to bulk edit the status of approvals with selected checkboxes. Displays only when at least one checkbox is selected.

Due date link

Use the Due date option to bulk edit the due date for selected approvals.

Assignee link

Use the Assignee option to bulk edit the assignee for selected approvals.

Grid view - Columns

ID

This is the ID of the approval. Approval IDs always begin with AP.

Summary

The Summary contains the system-generated title for the approval. For example, an approval summary for a policy is in the format: <Assignee> name>: Approval for <Record Name> version <version ID>. This field can be edited.

Description

The approval Description field contains user-specified text with instructions for the approval. This field is optional.

Status

The Status field indicates the current status of the approval. Approval statuses include:

  • Not started - The initial state of the approval before any work has started.

  • In progress - Indicates that the approval is being worked on.

  • Approved - The approver has completed the approval by marking it Approved.

  • Change requested - The approver has requested a change to the item being approved.

  • Cancelled - The approval workflow was cancelled prior to reaching the final Approved or Change requested state. Approvals are cancelled when:

    • A policy version being approved is returned to a Draft stage for further work.

    • In a multi-step sequential approval, when the first step results in a change requested status, the approvals in the subsequent step(s) are cancelled.

Due date

The Due date field indicates when the approval must be completed. Hyperproof uses the due date as a trigger for approval notifications. See Policy notifications.

Priority

The Priority field indicates the importance of the approval task. The default priority is Medium.

Assignee

The Assignee field displays the user icon for the person assigned to the approval. The assignee is the approver who must conduct the review.

Source

The Source field shows the location of the item being approved.

Show/Hide closed approvals

This link, displayed below the Grid view, toggles the list of closed approvals on and off. Closed approvals display in a separate list below the list of open approvals. See Viewing closed or canceled approvals.

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