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Combining Feedback Requests and Workflows

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Understand how to combine feedback requests and workflows when reviewing and approving policies.

Introduction

There might be times where it would be useful to combine feedback requests (informal) and workflows (formal) when a policy needs to be reviewed and approved.

For example, the Subject Matters Experts who initially review the policy may be a different set of people each time but the final review and approval of the policy is completed by the same set of people.

You can create a process where the first step is for the document owner to submit the policy to the SMEs for their review using a feedback request.  Once the SMEs have completed their review and a new version of the policy has been created based on their feedback, the document owner can then send the policy for final review/approval (workflow).

Example Workflow Design

This is an example workflow which has six steps (but a workflow can have as many or as few steps as appropriate).

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Step: For SME Review

  • The owner receives an email notification that the policy is ready for its initial (or Subject Matter Expert) review:

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  • The owner can see the policy in their My Inbox:

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  • The owner navigates to the policy in the central PolicyHub library (using the Advanced search to filter by name if needed) and submits a feedback request:

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  • The owner chooses the subject matter experts (recipients) for the review and the appropriate rule, to ensure that the review is completed in the required timeframe:

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  • Each recipient receives an automated email to let them know that there is a policy they need to provide their feedback for:

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  • Each recipient reviews the policy from their My Inbox and makes any suggested changes:

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  • Once the recipient has finished making suggested changes to the policy, they upload the changes and add any commentary:

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  • Once all recipients have provided their feedback, the owner can right-click on the policy and select Reporting > View Feedback History Report for this document:

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  • Clicking on View next to the feedback request allows the owner to select the feedback from all recipients and view all the feedback in one merged, track change document:

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  • The owner can then accept/reject the suggested changes as appropriate and save a new revision of the policy:

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  • The owner can repeat the feedback process as many times as necessary until the policy is ready to be sent to the next step.

Step: Manager Review

  • When the owner now views the policy in their My Inbox, they can see the new version that was created by the feedback process:

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  • The owner clicks on ‘Send for Manager Review’ to move the policy to the next step and adds any commentary:

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  • The manager receives an automated email to let them know that there is a policy they need to review:

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  • The manager can view the policy in their My Inbox and has two choices:
    • Reject: make some further changes to the policy and return it to the owner
    • Accept: accept the policy without changes and pass it to the Director for approval

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Step: Owner Review

  • If the manager rejects the policy, the owner will receive an automated email to let them know that they need to review the manager’s comments:

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  • The owner can use the ‘Review History’ button to see why the policy has been rejected by the manager:

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  • The owner then updates the policy as appropriate, creates a new version (if applicable), and passes it back to the manager for review:

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Step: Director Approval

  • When the manager accepts the policy, the director receives an automated email to let them know that there is a policy they need to approve:

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  • The director can view the policy in their My Inbox and has two choices:
    • Reject: make some further changes to the policy and return it to the manager (who, in turn, can return it to the owner)
    • Approved: approve the policy without changes and pass it for publishing

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Step: Ready for Publishing

  • The owner will receive an automated email to let them know that the policy has been approved and can now be published to the relevant employees:

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  • The owner navigates to the policy in the central PolicyHub library (using the Advanced search to filter by name if needed) and submits a publication request:

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  • The owner chooses the recipients for the policy for the review and the appropriate rule, to ensure that the employees provide attestation in the required timeframe:

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  • Once the owner has sent the publication, they return to their My Inbox and select ‘Policy Published’ to complete the process:

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  1. Article type
    How-to
  2. Tags
    1. bestpractice
    2. feedback
    3. PolicyHub
    4. Workflow