Requesting reviews and approvals

Before publishing a process map, you can request a formal review from your team members. This ensures the right people have signed off before the map goes live.

How to request a review

1. Open the process map you want reviewed.
2. Click the version status area in the toolbar (it will show the current status, such as Draft).
3. Select Request Review.
4. Choose one or more approvers from your team members.
5. Optionally, include yourself as a reviewer if you want to formally record your own approval.
6. Submit the request.

Each selected reviewer will be notified and can open the process map to provide their feedback.

What reviewers see

When a review is requested, each reviewer has two options:

• Approve — confirms the process map is ready to publish.
• Request Changes — indicates revisions are needed before approval.

Both actions support an optional comment, so reviewers can explain their decision or leave specific feedback.

Status flow

Process maps follow a clear status progression through the review cycle:

1. Draft — the initial state. The map is being worked on.
2. In Review — a review has been requested and is awaiting responses.
3. Approved — all assigned reviewers have approved the map.
4. Published — the map has been published and is available to viewers.

All assigned reviewers must approve before you can publish the process map. If any reviewer requests changes, you will need to address their feedback and request a new review.

Activity timeline

The activity timeline records every action in the review process, including:

• Who requested the review and when
• Who approved the map
• Who requested changes
• Any comments left alongside approvals or change requests

This gives you a complete audit trail of the review history for each version.

Cancelling a review

If you need to make further edits or restart the process, you can cancel an active review. This resets the status back to Draft, allowing you to make changes and request a new review when ready.

Tip: Viewers cannot approve reviews. Only Owners and Collaborators can participate in the approval workflow. Make sure the people you assign as reviewers have the appropriate role.

Note: Team approvals are a Pro plan feature. Upgrade to Pro to access the full review and approval workflow.