Working with approval workflows

Approval workflows make sure that diagrams have been approved by a list of users before they are published in the Collaboration Hub.

In order to start an approval workflow, select the diagrams you want to have approved in the Signavio Explorer and go to Share, then Start approval workflow in the top drop-down menu:

Start an approval workflow.

Start an approval workflow.

In case there is more than one approval workflow for your workspace, select the approval workflow you want to start and click Start:

Select the right approval workflow.

Select the right approval workflow.

A link to the approval workflow instance you started will be displayed:

Click the link to open the workflow instance.

Click the link to open the workflow instance.

Clicking the link will open the workflow instance in Workflow Accelerator (the platform used for executing approval workflows). In our example, you can see that the diagram is currently waiting for formal approval by the user Jane Doe:

Jane Doe needs to approve the diagram.

Jane Doe needs to approve the diagram.

Back in the Signavio Editor & Decision Manager, you can see that the approval status of the diagram has been updated:

The approval status has been updated.

The approval status has been updated.

A user can see his approval tasks when going to Share, then Open approval task list in menu of the Explorer.

Open the approval task list.

Open the approval task list.

Again, you will be redirected to your Workflow Accelerator workspace. Here you can see your tasks:

In our example, Joan Doe needs to formally approve the diagram.

In our example, Jane Doe needs to formally approve the diagram.

Click a task in order to execute it. Click the corresponding buttons when you have finished the task:

Formally approve the diagram.

Formally approve the diagram.

When one task is done, the next task of the approval workflow will be triggered.

In order to gain an overview over running (and completed) approval workflows, go to the Signavio Explorer and click Share, then Show started approval WFs in the top drop-down menu:

Show started approval workflows.

Show started approval workflows.

In case you have selected a diagram before opening the dialog, all approval workflows for this diagram will be displayed.

In case you have selected a folder, all approval workflows for diagrams in the selected folder will be displayed.

In case you haven’t selected anything, all approval workflows of the
folder that is open will be displayed.

Activate the check box Show completed approval workflows in order to include completed workflows in the list:

Activate the check box in order to display all approval workflows.

Activate the check box in order to display all approval workflows.

As soon as a diagram is approved (or rejected), its state will change again. Furthermore, an approval workflow could automatically publish the diagram after approval:

This diagram has been approved.

This diagram has been approved.

This diagram has been published.

This diagram has been published.