Setting up Approval Workflows in Peak AWS
Setting up Approval Workflows in Peak
Setting up Approval Workflows in Peak Once you've created an agenda item, you have the option to set up an approval workflow for it. There are two ways to set up approvals for a particular item: 1) when creating a new agenda item, and 2) when editing a previously created item. In either case, before you click the Save Item button, select the Set up Approvals checkbox. The approval workflow setup process will then initiate as soon as you click Save, and you'll go to this page. You can also arrive here by clicking directly on Approval Status just above the item details:
1. At the bottom, pick whether you want to use a saved workflow or set up a new one. To select an existing workflow, click the Set Up drop-down menu and choose the workflow you want to reuse. You can edit an existing template, but you must then save it as a new workflow if you want your updated version to be available for future use. Workflow templates cannot be deleted. To add a new workflow from scratch, click the green A New Workflow button.
2. The workflow is broken up into phases. Click the Phase Name field, then type a name for the first phase. Then click the Add Approver button.
© 2014 Granicus, Inc. All rights reserved.
1
Setting up Approval Workflows in Peak
3. Select the name of your first approver from the drop-down menu. Then choose whether you want this person to be an Approver or FYI Only by clicking the corresponding button. FYI Only are people who are a part of the workflow but are not required to approve the file; they'll be able to view details of the agenda item, including attachments, informational purposes. Click the green Add button.
4. The approver's name and avatar now appear on the phase. You can add multiple approvers to a single phase, or just use one approver on each phase to create a specific sequence for the workflow to follow. Repeat step 3 to add more approvers to this phase. When you’re done with the first phase, click the green checkmark in the upper right-hand corner of the phase box.
© 2014 Granicus, Inc. All rights reserved.
2
Setting up Approval Workflows in Peak
5. To add another phase, click the plus sign (+) underneath an existing phase.
6. Once a phase is added, you can use the pencil
to edit it, the arrows
to drag and drop into a new order, and the trash can
to delete.
7. When you’ve added all the phases you need, you can choose to save this workflow as a template for future use. To save the workflow for future use, click the Save Workflow as Template button. If you want to scrap your work and start again, click the gray Start Over button. No changes will be saved if you choose to start over.
© 2014 Granicus, Inc. All rights reserved.
3
Setting up Approval Workflows in Peak
7a. You will be then be able to click the Template Name field and give your workflow a name. Click Save Template.
8. To initialize the workflow, click the green Initialize Workflow button.
© 2014 Granicus, Inc. All rights reserved.
4
Setting up Approval Workflows in Peak
The approval workflow is now in review. Emails will be automatically sent to the approvers informing them that an agenda item requires their approval. Peak uses automated emails to alert the item's drafter and participants to various other workflow actions as well. See specifics about Peak's automated emails.
Return to Peak help topics
© 2014 Granicus, Inc. All rights reserved.
5
Setting up Approval Workflows in Peak Once you've created an agenda item, you have the option to set up an approval workflow for it. There are two ways to set up approvals for a particular item: 1) when creating a new agenda item, and 2) when editing a previously created item. In either case, before you click the Save Item button, select the Set up Approvals checkbox. The approval workflow setup process will then initiate as soon as you click Save, and you'll go to this page. You can also arrive here by clicking directly on Approval Status just above the item details:
1. At the bottom, pick whether you want to use a saved workflow or set up a new one. To select an existing workflow, click the Set Up drop-down menu and choose the workflow you want to reuse. You can edit an existing template, but you must then save it as a new workflow if you want your updated version to be available for future use. Workflow templates cannot be deleted. To add a new workflow from scratch, click the green A New Workflow button.
2. The workflow is broken up into phases. Click the Phase Name field, then type a name for the first phase. Then click the Add Approver button.
© 2014 Granicus, Inc. All rights reserved.
1
Setting up Approval Workflows in Peak
3. Select the name of your first approver from the drop-down menu. Then choose whether you want this person to be an Approver or FYI Only by clicking the corresponding button. FYI Only are people who are a part of the workflow but are not required to approve the file; they'll be able to view details of the agenda item, including attachments, informational purposes. Click the green Add button.
4. The approver's name and avatar now appear on the phase. You can add multiple approvers to a single phase, or just use one approver on each phase to create a specific sequence for the workflow to follow. Repeat step 3 to add more approvers to this phase. When you’re done with the first phase, click the green checkmark in the upper right-hand corner of the phase box.
© 2014 Granicus, Inc. All rights reserved.
2
Setting up Approval Workflows in Peak
5. To add another phase, click the plus sign (+) underneath an existing phase.
6. Once a phase is added, you can use the pencil
to edit it, the arrows
to drag and drop into a new order, and the trash can
to delete.
7. When you’ve added all the phases you need, you can choose to save this workflow as a template for future use. To save the workflow for future use, click the Save Workflow as Template button. If you want to scrap your work and start again, click the gray Start Over button. No changes will be saved if you choose to start over.
© 2014 Granicus, Inc. All rights reserved.
3
Setting up Approval Workflows in Peak
7a. You will be then be able to click the Template Name field and give your workflow a name. Click Save Template.
8. To initialize the workflow, click the green Initialize Workflow button.
© 2014 Granicus, Inc. All rights reserved.
4
Setting up Approval Workflows in Peak
The approval workflow is now in review. Emails will be automatically sent to the approvers informing them that an agenda item requires their approval. Peak uses automated emails to alert the item's drafter and participants to various other workflow actions as well. See specifics about Peak's automated emails.
Return to Peak help topics
© 2014 Granicus, Inc. All rights reserved.
5
