Job Approval Workflow

This document outlines the job approval process in the Well Tested system, including how to request approvals and handle external approvers.

The approval system is designed to be flexible while maintaining security. Whether you're requesting approval or managing approvals as a job owner, this guide will walk you through all available options.

Overview

The job approval system enables a flexible workflow with multiple approval paths:

  • ✓ Job owners can approve or reject jobs directly

  • ✓ Users can request approval from job owners

  • ✓ Job owners can delegate approval to other internal users

  • ✓ Job owners can delegate approval to external users (with secure access)

Requesting Approval

When you need approval for a job:

Navigate to the job details page
Click the "Request Approval" button
Add a comment explaining the context of your request
Submit your request

The job owner will be notified immediately and can review your request through their dashboard.

Job Owner Actions

As a job owner, you have several options for handling approvals:

Direct Approval/Rejection

Review the job details thoroughly

Choose your decision:

  • Click "Approve" to approve the job
  • Click "Reject" to reject the job
Add any feedback or comments
Confirm your decision

Security Considerations

  • 🔒 External approval links are time-limited and single-use
  • 🔑 Job secrets are automatically generated and securely transmitted
  • 📝 All approval actions are logged for audit purposes

  • 🔐 External approvers can only access the specific job they were invited to review

Email Notifications

The system automatically sends notifications for:

Immediate Notifications

  • Initial approval requests
  • Delegation of approval authority
  • Final approval/rejection decisions

Follow-up Notifications

  • Reminders for pending approvals (after 48 hours)
  • Escalation notifications (if configured)

Best Practices

1. Provide Context

Always include clear comments when requesting approval or delegating authority

2. Choose Approvers Carefully

When delegating, select approvers who have the necessary expertise

3. Follow Up

Monitor the status of delegated approvals and follow up if needed

4. Documentation

Maintain clear records of approval decisions and reasoning

Troubleshooting

If you encounter any issues, try these common solutions before contacting support.

External approver didn't receive the email

Check spam folders or use the resend option

Link expired

Request a new approval delegation

Wrong approver selected

Cancel the current request and create a new one

Technical issues

Contact system support with the job ID and approver email