Formal Review - Checklist

Modified on Thu, 2 Apr at 4:22 PM

Requirement: You need Key User rights or must be a member of the QMGroup to perform the following steps.

This article guides you through the formal approval of a Q.wiki page. You'll learn what to look for during the review and how to make a final decision on whether to grant approval.

Overview: The Two-Stage Approval Workflow

Q.wiki guarantees the four-eyes principle through a two-stage approval workflow. Formal approval comes after content approval and is performed by someone who is a member of the QMGroup – for example, from the QM team or Q.wiki implementation team.

You can find the fundamentals of the approval workflow in Approval Workflow Function. An overview of user rights and groups is available in Detailed Overview of Q.wiki Rights Concept. Learn how to add users to groups in Add or Remove Users from Q.wiki Groups.

Formal Approval Checklist

Step	Description	Image
1	Check Content Approval Has content approval already been granted?	–
2	View Comparison with Published Version (if available) This is only available if a published version already exists This step does not apply to the first approval of a draft
3	Verify the Correct Template Was Chosen Is this really a process? Are there interfaces (column "Responsible Party")? Does the workflow span a longer period? Does the scope and complexity justify using the "Process Template"? Or is this a work instruction? Is it performed by only one person (column "Responsible Party" not needed)? Does it span a short period?
4	Change the Template if Necessary Add or remove columns Adjust metadata so the page header displays correctly
5	Review Roles Is the role name correct? Were new roles used that haven't been created in Q.wiki yet? If yes: Create the new role and add it to the page via the widget
6	Check Formatting and Spelling Correct spelling and typing errors directly Are headings formatted as "Heading 1" or "Heading 2"? Is running text formatted as "Normal"?
7	Check and Add Links Are upstream and downstream processes linked? Are there internal links within the process description or work instruction? Do the links make sense? Do you know of other pages that should be linked?	–
8	Review Flowchart Does the flowchart match the detailed description? Delete the flowchart section if it was not created or is not needed
9	Editorial Review Follow the Tips for Designing Content in Q.wiki – Process Description vs. Work Instruction Is the page name correct, active, and clearly formulated? Is the page owner chosen correctly? Have changes created redundancies elsewhere in Q.wiki?	–
10	Assign Standards Do this in editing mode within the metadata Are all relevant standard requirements addressed in the content? Are guidelines being followed?
11	Decide Whether to Grant Formal Approval Option 1: Request Further Revision Use this when: A team member wants to make further changes before approval There are open questions Extensive changes or rework are needed Note: You should handle minor changes yourself – such as correcting spelling. This prevents the page from reverting to "Change proposal" status. The contributor will still be notified afterward. How to proceed: Write your remarks in the remarks field – describe specifically what needs to be revised Select "Request Further Revision" Click "Change Status" Option 2: Reject the Change Proposal Use this only in exceptional cases! Always provide a reason or discuss your decision personally with the author – otherwise this comes across as very discouraging Select "Reject Change Proposal / Draft" Click "Change Status" Option 3: Grant Formal Approval Optionally fill in the remarks field – the person who requested approval will receive these remarks in the notification Click "Change Status"