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Policy approval is an important part of the policy management life cycle. Leadership approval gives a policy the authority to govern how an organization operates. When a policy is updated, it typically needs to be approved again. During the approval process, many organizations struggle to capture feedback and document approval. Hyperproof has an approval workflow to streamline the approval process.
When a Draft policy document is ready for final approval, the policy owner or manager moves that version of the document to the Approval stage to have it go through an approval process. Changing the policy version stage starts the request for Approval process, where you assign one or more approvers, create approvals, and set a due date for each approval.
The approval process for a policy is as follows:
The owner or manager of the policy changes the policy version's stage from Draft to Approval. See Initiating a policy approval.
Hyperproof launches a Request for approval, configured by the owner or manager, with a list of approvers and a due date. See Initiating a policy approval.
Hyperproof creates separate approvals for each approver. You can access all approvals for a policy from the Approvals tab.
The ID of the parent approval displays on the Overview and Document tabs for the policy. That ID links to the parent approval work item, showing the progress of the approval workflow and the individual approvals assigned to each approver for that policy.
Hyperproof sends a notification to each approver containing a link to their approval work item and the due date. Approvers must be logged in to Hyperproof to access their approvals, or they are asked to log in when they click the approval link in the notification. See Policy notifications.
Approvers who regularly log in to Hyperproof can also find their approvals by navigating to Work Items > Approvals.
Approvers open their approvals to read the policy document and either approve it or request a change. If a change is requested, the approver must add comments pertinent to the change request. The approval contains a share link with the policy name and ID, allowing the approver to add their feedback directly to the document. See Approving or requesting a change to a policy.
Hyperproof sends a notification to the policy owner for each approval or change request. See Policy notifications.
If the policy document has a change request, the policy owner or manager changes the policy version's stage back to Draft and addresses the issues that prompted the change request. Owners review feedback by opening the parent approval, accessing individual approvals, and reading the comments. Comments added directly in the document must be reviewed within the document. See Managing a policy approval marked Change requested.
When all issues have been addressed, the policy owner or manager changes the policy document's stage to Approval, and the process begins again. New approvals are created for each approver.
When all approvers have approved the policy version, it is marked Approved on the Overview and Document tabs. Hyperproof generates proof of the approvals and automatically attaches it to the affected version. See Managing a policy approval marked Approved.