Working with approval workflows

We are working on expanding and improving the functions related to process governance.

For more information about SAP Signavio Process Governance, contact sales@signavio.com.

For this function, the installation of SAP Signavio Process Governance is necessary in addition to SAP Signavio Process Manager. The approval workflow functionality can only be activated if SAP Signavio Process Governance was successfully installed.

Approval workflows enable you to control validation of diagrams before publishing. Approval workflows ensure that decision makers and BPM experts review and approve the quality and factual correctness of a diagram before it is published in SAP Signavio Process Collaboration Hub.

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

Approval workflows can be configured to automatically publish an approved diagram to SAP Signavio Process Collaboration Hub, or to send rejected diagrams back for editing.

In the explorer, diagrams are marked as follows:

a diagram currently being approved is marked with a cogwheel
a rejected diagram is marked with a red X
an approved diagram with a green check mark
a published diagram with a globe icon.

Start an approval workflow

You can start approval workflows for diagrams of all types.

Follow these steps:

  1. Select the diagram you want to have approved in the explorer.
  2. In the menu bar, select Share > Start approval workflow.
  3. In the dialog, click the link to open the workflow instance in SAP Signavio Process Governance.
  4. In case there is more than one approval workflow for your workspace, select the approval workflow you want to start from the drop-down menu and then click Start.
  5. You receive a confirmation that the approval workflow has been started successfully. This dialog also contains a link to the workflow instance.

If the diagram is approved, you can see that the approval status of the diagram has been updated in the explorer.

Work on approval tasks assigned to you

This section describes how you work as a recipient of an approval workflow task.

As soon as a modeler requests an approval from you, you receive an email with a link to the case in SAP Signavio Process Governance.

Follow these steps:

  1. Click the link to open the approval task. The approval task opens in SAP Signavio Process Governance.

  2. Check whether the corresponding diagram fulfills your requirements.

  3. Click the Show comments link to open the diagram in the commenting view.

  4. Click the Compare revisions link to get a better overview over recent changes via the Compare revisions tool.

  5. Open the explorer to access further functions:

    • To open the diagram again, double-click it or select it and click Show comments, then Compare revisions/diagrams.

    • To check whether a diagram complies with modeling conventions, select Modeling conventions (XLSX).

      The report is especially helpful when you conduct a formal approval with focus on BPMN quality.

    • To point a colleague to a diagram, select the diagram you want to share and select Invite to SAP Signavio Process Collaboration Hub.

    • Start approval workflow triggers a new approval workflow case for the selected diagram.

    • To get an overview of all pending approval workflows, you can either click Show started approval WFs or Open approval task list in the upper panel.

      Show started approval WFs provides a basic overview in the explorer, whereas Open approval task list opens a more detailed, filterable view in SAP Signavio Process Governance.

  6. Once you have finished the review, go back to the approval case in SAP Signavio Process Governance to approve or reject the change.

    In the explorer, a rejected diagram is marked with a red X, an approved diagram with a green check mark, and a published diagram with a globe icon.

Processing open approval tasks

Follow these steps:

  1. In the menu bar, select Share > Open approval task list.

    You are redirected to your SAP Signavio Process Governance workspace. Here you can see your tasks.

  2. Click a task to open it.

  3. Click the corresponding buttons to complete the task.

  4. In the menu bar, select Share >, then Show started approval WFs. A dialog with an overview of running (and completed) approval workflows opens.

    • If you have selected a diagram before opening the dialog, all approval workflows for this diagram are displayed.

    • If you have selected a folder, all approval workflows for diagrams in the selected folder are displayed.

    • If you haven't selected anything, all approval workflows of the folder that is open are displayed.

  5. You can activate the check box Show completed approval workflows to include completed workflows in the list.

    The entries are sorted by creation date. Approval requests that are in progress are shown first, followed by completed approval requests.