Function of the document approval workflow

In the following, the functionality of the standard release process (two-step) is described. The release workflow is configurable. For more information, see the topic Configure document approval workflow.

1. Propose change creates a proposed change of the released page.
   • Every user with editing rights can start or edit a proposed change.
   • There is always only one proposed change per page, in which several people can participate time-delayed.
   • As soon as release has been requested, the proposed change is locked for editing.
   • Each proposed change must go through the release process so that the changes are transferred to the released status.
   • A new proposed change can then be started.
   • In the two-stage release workflow, the content release is
     • content-related release is carried out by the person responsible for the page.
     • formal release is carried out by the QM department.
2. Start release workflow
   • Save proposed change.
   • The document control is located at the end of the page.
   • The current status can always be seen in the “Status” line.
   • The changes can be checked with Compare with released status.
   • Ask for release and select Change status or
   • Discard proposed change and select Change status. It follows:
     • The proposed change is discarded.
     • A new proposed change can be started.
3. If release has been requested, the person responsible for the page automatically receives a message (by email and/or on his or her personal page) with a request for release of the content.
   • The changes can be checked by comparing them with the released status.
   • The person responsible for the page can react to the change proposal in three ways:
     • Release content: the next higher instance, e.g. the QM department, is asked for release.
     • Ask for further revision: the last author is notified and the proposed change is released for further editing.
     • Discard proposed change: The released status remains in the old version, the proposed change is deleted.
4. After the content release, the QM department automatically receives a message with the request for formal release. 
   • The changes can be checked by comparing them with the released status.
   • The QM manager can react to the change proposal in three ways:
     • Formally release discussion status: The discussion becomes the new released status and a new discussion can be started.
     • Ask for further revision: The last author is notified and the proposed change status is released for further editing.
     • Discard proposed change: The released state remains in the old version, and the proposed change is deleted.
5. After formal release, there is a new released state:
   • The version number is incremented by one.
   • A new proposed change can be started.

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