Overview
Approval chains define the sequence of reviewers who must approve a document before it can be published. Each chain consists of one or more steps, with each step assigned to a specific approver. Chains ensure that documents are reviewed by the right people in the right order.
Who can access this: Admin
Navigation:
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Step-by-Step Instructions
Viewing Existing Chains
Navigate to Setup → Approval Chains in the sidebar.
You'll see a list of all configured approval chains with their name and number of steps.
Creating a New Approval Chain
Click the + New Chain button.
Enter a Name for the chain (e.g., "Quality Review", "Policy Approval", "Full Document Review").
Click Save to create the chain.
Adding Approval Steps
Open the approval chain you just created.
Click Add Step to add an approval step.
For each step, configure:
Field Description Step Order The sequence position of this step (1 = first reviewer, 2 = second, etc.) Approver Select the user who will be the approver for this step Repeat for additional steps as needed.
Example Approval Chains
| Chain Name | Steps | Use Case |
|---|---|---|
| Quality Review | 1. Quality Manager | Standard SOPs and procedures |
| Policy Approval | 1. Quality Manager → 2. Site Manager | Policies requiring senior sign-off |
| Full Review | 1. Peer Reviewer → 2. Quality Manager → 3. Director | Critical documents (HACCP, food safety plans) |
Tip: Create different chains for different document types. Simple SOPs might only need one approver, while critical food safety documents should have multi-step approval with senior management sign-off.
Tip: Keep approval chains as short as practical. Too many steps can slow down the document publication process. Most organisations find 1-3 steps sufficient.