Using the Policy Workflow and Approval Tab

All documents using an advanced workflow in the Policy module will have a Workflow and Approval tab on the Details screen. This tab is used by approvers in the current workflow stage to review the document. The approvers review the document and have the option to accept or reject.

When an approver is added to a workflow stage and that stage is triggered, a Ready for Review email will be sent to the approver. This email indicates that the user is needed to approve or reject the document in the current stage.

This procedure will help approvers review and accept or reject the document. These steps begin once the approver receives the Ready for Review email.

To navigate to the Workflow and Approval tab

  1. Click the View button in the Ready for Review email. The Details screen will appear.


  2. On the Details screen, click the Review button. The Review modal will appear.
  3. Click Go to Document Type. This will open the document for you to review in the OneTrust Builder or in Microsoft Word Online.
    Note:

    The document types available are policies, standards, and procedures.

To add comments

You can add and review comments to easily collaborate between document owners and approvers throughout the document lifecycle.

  1. On the Document Details screen, click the Comments link.
    The Comments pane appears.

  2. Type a comment in the comment box using the text editor as needed.
    Note:

    Use the Context Menu icon to delete or edit existing comments.

  3. Click the Add button to add your comment. The comment will be visible to other stakeholders with access to the document.

To approve or reject the document

  1. Navigate to the Review modal.
    Note:

    If this modal no longer appears, click the Review button on the Details screen.

  2. Complete the fields. For more information, see Review Modal Screen Reference.
  3. Click the Submit Review button.

Review Modal Screen Reference



Field
Description
Result

Select Approve or Reject.

Bypass Other Approvers

Enable this setting to bypass all other required approvers for this workflow stage.

Note:

This option does not appear if you reject the document, do not have the correct permissions, or if you are the only approver. For more information, see Approval Workflows FAQ.

Comments

Enter comments you have about the approval or rejection of the document.

To bypass other approvers

  1. On the Workflow and Approval tab, click the Advance button. The Bypass Approvals modal will appear.


  2. Click the Confirm button. For more information on which users can bypass other approvers, see the Approval Workflows FAQ.

To view the audit history of approvals

The approval workflow Audit History retains all audit history of approvals regardless of the stage transitions. The audit history from older stages is never removed.

  1. On the Workflow and Approval tab, scroll down to view the Audit History.


  2. Click the Sort icon button to change the order of the activity log (ascending/descending).
  3. Click the Collapse All button to close the detail view for each item.
  4. Click the Expand All button to expand each item to show details about the changes made.
    Note:

    The Expand All button appears in place of the Collapse All button when all of the items are collapsed.