Creating an efficient approval flow is essential to ensure agility and organization in the idea evaluation process. In this article, we will show you how to configure an approval flow in the Idea Center, either when creating a new campaign or through the system's general settings.
You will understand the main points to customize your approval flow and how to use the various options to make the evaluation process more efficient. Check the topics below and learn how to configure the approval flow in a practical and simple way.
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Ways to Create an Approval Flow
There are different ways to configure an approval flow, depending on your needs and the desired level of control. You can perform this configuration directly in a specific campaign or through the system's general settings.
1st topic - Create Customized Campaign: Gear Menu > Campaigns > Pencil Icon in the desired campaign. Configure the approval process only for the selected campaign in the Approval tab.
2nd topic - Through the system's general settings: Gear Menu > General Settings > Default Approval Flow. Adjust defaults that will be applied to all campaigns in the Approval tab.
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Step-by-Step Guide to Configuring the Approval Flow
Regardless of the chosen path, the configuration of the approval flow follows the same steps. First, define exactly how many steps will be necessary and who will be responsible for approving them. This initial organization helps to streamline the parameterization process. Then, click on Add Step until you reach the desired number of phases in your approval funnel. To facilitate identification, expand each lane and fill in the Step Name field with clear and descriptive titles. From this point on, all configurations made can be consistently replicated in all steps of the flow.
After defining the name of the approval step, it will be necessary to configure, in topic 1 - Approval, which is within each step (as shown in the image below), who will be responsible for evaluating the ideas at this step. Check each type of approval in the following topics:
1st topic - Theme Manager: the person responsible for approval will be the manager of the theme or area to which the idea was submitted. For example, if you are from IT and submitted an idea to HR, the HR manager will evaluate it.
2nd topic - Department Manager: the person responsible will be the direct manager of the idea's author. In this case, if you are from IT and submitted an idea to HR, the IT manager will evaluate it.
3rd topic - Group: a previously created group on the platform will be responsible for the evaluation. Any member of the group can approve or reject the idea, as the system does not require all members to evaluate the same idea.
4th topic - Approver by Custom Field: this option uses a field from the idea submission form to determine who will be the approver. The field must have been previously created for this purpose, with each option linked to a specific approval group.
5th topic - Author: in this case, there is no formal approval or rejection process. The author themselves validates the idea, being able to send it to the next step or cancel it.
Customization Options in Approval Steps
When configuring the approval flow, you can customize different aspects of the steps to tailor the process to the specific needs of your campaign. These options ensure greater flexibility, control, and agility in idea management, allowing you to define how the approval process will be conducted and what will be required from the evaluators. Check below the main customization options available:
1st topic - Allow Approve: means the evaluator can directly approve the idea, skipping all subsequent steps in the approval flow and sending it directly to implementation and financial monitoring.
2nd topic - Allow Reject: allows the evaluator to reject the idea, removing it from the approval funnel.
3rd topic - Allow Evaluator Change: allows manually changing the evaluator during the steps of the idea approval flow, providing more freedom and flexibility in the process.
4th topic – Evaluator can edit the idea in this step: if this option is checked, the evaluator can make changes to the idea while it is in the step, without needing prior request from the author.
5th topic - Author can edit the idea in this step: if this option is checked, the author can make changes to the idea while it is in the step, without needing prior request from the evaluators.
6th topic - Allow skipping steps: when this option is enabled, only idea administrators and superusers will be able to skip approval steps. This means that if the idea is at step 1, the evaluator can send it directly to steps 3 or 4 without going through step 2.
7th topic - Hide ideas in this step: if this option is checked, submitted ideas will be hidden from regular users, i.e., those not involved in the idea evaluation process at the specific step.
8th topic - Automatic Approval: allows setting an approval SLA for ideas, enabling them to be automatically approved or rejected by the system if evaluators do not review them within the stipulated time frame.
9th topic - Social Approval: in Social Approval, the manager can define social interaction triggers based on comments and/or likes the idea receives. This allows social engagement to influence the approval process as well.
Gamification Setup in Approval Steps
In the Gamification topic, you can set a fixed amount of points and/or coins that can be awarded to idea authors when they advance to a new step in the approval flow. You can also configure a variable score, which can be calculated based on the sum, average, or highest and lowest values of the criteria rated for the idea. Additionally, there is an option to define a score for the evaluator, creating a rule for when they will receive points. See the possibilities:
1st topic - When evaluating the step: with two possible scenarios:
- Evaluation issued: points are awarded for each evaluation performed.
- Evaluation validated: points are awarded only when the evaluation is validated.
2nd topic - When approving the idea: points are awarded when the evaluator approves an idea.
3rd topic - When implementing the idea: points are awarded when the evaluator implements an idea.
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Note: it is possible to create additional fields to be filled out by evaluators, with the goal of centralizing relevant information and analysis about the ideas. These fields can be set as mandatory or optional during evaluation completion. |
Additional Evaluation Fields
In the Additional Fields topic, you can create additional fields for evaluators to fill out, with the goal of centralizing relevant information and analysis about the ideas. These fields can be set as mandatory or optional during evaluation completion.
Email Template Customization
Finally, in the Email Template topic, it is possible to change the email template sent to idea authors and creators. Using this field defines a customized email, as shown in the image below:
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With the details provided here, you are ready to set up your approval flow. However, below are additional materials that can further enhance your knowledge:
Understand what an approval flow is and the steps of an idea – AEVO Support
How to Create and Configure a Standard Approval Flow for Your Campaigns? – AEVO Support
First Steps - Program Administrator – AEVO Support
Which campaign setting changes generate a new flow? – AEVO Support
How to create classification criteria? – AEVO Support
Step-by-Step Classification Criteria – AEVO Support
How to configure the Implementation Validation step? – AEVO Support
Configure Points for the Idea Evaluator – AEVO Support
Which campaign setting changes generate a new flow? – AEVO Support