When creating a new process version, it can be beneficial to have an approval step before process release to ensure all relevant stakeholders have reviewed and approved the process before it goes live.

This article helps you understand the different approval options in Gluu and how to set them up.

Looking for a guide on how to utilize approval on one of your processes? Check out this article: A step-by-step guide to process approval

In Gluu you have 3 options regarding approval: disabled, automatic and manual.

'Disabled' is rather self-explanatory and you decide on each individual process, which option should apply to the process.

Below you will find a guide on:

TIP! If you want to have versions without approval, learn more here: How to handle versioning in Gluu

If you go to process settings, and select 'Auto' and check 'Require approval', the process will be automatically published once everyone on the approvers list has reviewed and approved the process.

This is the simplest way to manage versioning with approval, as the draft version goes live as soon as approval has been completed by all approvers and notifications are sent to the relevant people based on your process notification settings.

However, sometimes automatic release after approval is not preferable. Maybe you need to ensure approval ahead of time in regards to a legislative change that should not be part of the process till a certain date when the legislation comes into force, or maybe you need to do employee training before the actual release.

In those instances you want to choose when the process is being released in its new version and you do so by choosing the 'Manual' in process settings and checking 'Require approval'.

These settings let you request approval from the relevant stakeholders so that the new version is ready to be released, but you get to control when the release happens that sets the process live for the users.

The final thing worth considering in regard to version approval is the account-wide option. This lets you choose a role under account settings that enforces a requirement of approval from a user with the chosen role on ALL processes with 'Require approval' chosen in process settings.

This is useful, if someone from your process excellence team, your quality manager or someone else needs to verify process changes on all processes before they can be released to your users.

This setting does not overwrite the approvers chosen at process level, only adds approvers to the list that cannot be removed by the process owner or editors.