Overview

The Approval workflow helps you to improve the OKR process. The approval workflow has three stages - Draft, In review, and Approve.

You enable an approval workflow per session and it applies to all of its objectives. The workflow is enabled once, when you create the session.

IMPORTANT: If you enable the approval workflow for a certain session, you cannot disable it.

Sending for approval is performed on OKR level - although the approval workflow is enabled for all OKRs is a session, each OKR is sent for approval individually.

When you enable the approval workflow of a session, a new Status column appears in the list of objectives. This also enables you to filter objectives per approval status.


Prerequisites

  • To be able to send an OKR for approval, the session must have active approval workflow.
  • To turn on approval workflow for a session, you must be administrator.
  • To be able to send an OKR for review, you must be its owner.
  • To be able to approve an OKR, you must be set as reviewer by the OKR owner.

Workflow statuses

During the approval workflow, each OKR has three statuses:

  • Draft
    The OKR is in draft, until you think it is ready. After that, send it for approval.
    The owner of the objective is responsible for sending it for approval.
  • In review
    The OKR is pending for review and approval. At this stage, the OKR is locked and the owner cannot make any changes. The reviewers are responsible for approving or declining it.
  • Approved
    The OKR is ready to start the tracking progress and to be updated regularly. If the you wants to make changes to the OKR, you must withdraw it and go through the approval workflow again.

NOTE: Administrators are allowed to skip the workflow.


Turn on approval workflow

You turn on the workflow when you create a session. By default, approval workflow is disabled.

Perform the following:

  1. In the navigation pane, under OKRs, click All sessions.
  2. In the toolbar, click Create a session.
  3. In Workflow dropdown box, select Each OKR should be approved by 1 person or Each OKR should be approved by 2 people.
    This is the minimum number of reviewers that must be selected when you send an OKR for approval.
    You can later change the minimum using procedure Change the number of OKR reviewers.
  4. In the confirmation dialog, click Use workflow.
  5. Click Create session.

Draft OKRs

Once you create and save a new objective, together with its key results and alignment to other objectives, it is automatically saved in status Draft.

The next step is to send the OKR for review, get it approved or declined, and get feedback.

NOTE: When you open a draft OKR for editing, in the toolbar it is marked with the DRAFT tag and the Send for approval button appears.


Send OKRs for approval

Only the objective owner can send an OKR for approval and choose reviewers.

NOTE: If the objective is owned by a team, any team member, including the manager, can send the OKR for approval.

To send a draft OKR for approval, perform the following:

  1. In the navigation pane, under OKRs, click All sessions.
  2. Click the session where the OKR is.
  3. Click the OKR that is in status Draft and you want to send it for approval.
  4. Select reviewers for this objective.
    To do this, in the toolbar, next to the DRAFT tag, click the avatar.
    If the minimum required reviewers for the workflow is two, there are two avatars.
  5. Click Required, select one or more reviewers, and click Select user.
  6. When finished selecting reviewers, click Send for approval.
    The status tag in the toolbar changes to IN REVIEW.
  7. Navigate back to the list of OKRs.

NOTE: you can also perform this procedure by clicking OKRs for approval at the top of the navigation pane.


Approve OKRs

If you have been selected as reviewer of an OKR, you will receive notification via email and in the Gtmhub account.

To approve an objective, perform the following:

  1. In the bottom of the navigation pane, click Notifications.
    Alternatively, open the email that you have registered in Gtmhub.
  2. Click the notification requesting the approval.
    Alternatively, open the email requesting approval.
  3. Click View objective.
  4. In the toolbar, click Approve or Decline.
  5. Enter your comments.
    The comment that you enter appears in the OKRs Comments section.
  6. Click Approve or Decline, respectively.
    In the toolbar, the status of the OKR changes to APPROVED, if you have approved it or to DRAFT, if you have declined it.

Withdraw OKRs

When your OKR is sent for review, but you need to edit it or its key results, you must withdraw your OKR, before being able to modify it. Afterwards, you must send it for approval again.

To do this, perform the following:

  1. In the navigation pane, under OKRs, click All sessions.
  2. Click the session where the OKR is.
  3. Click the OKR that is in status In review that you want to modify.
  4. In the toolbar, click Withdraw.
  5. Confirm the withdrawal.
  6. The status of the OKR becomes DRAFT.
  7. When finished with your changes, send the OKR for approval again, using the procedure above.

NOTE: The difference between declining and withdrawing an OKR is that declining an OKR is done by the reviewer with a comment, while withdrawing is an action performed by the owner of the objective and it does not include a comment option. When either one of the actions is performed, the OKR status changes to Draft.


Approval progress

Gtmhub is a sophisticated data-driven tool. As such, you can always keep track of data and rely on important information when it comes to the OKRs process in your company.

You can find statistics for your company's OKRs approval process in the following way:

  1. In the navigation pane, under OKRs, click All sessions.
  2. In the list of sessions, click the session whose statistics you want to check.
  3. Click the Approval progress tab.

The approval statistics list the following:

  • OKRs approval process
    The percentage of approved OKRs
  • Reviewers with pending OKRs
    Owners with OKRs in Draft
  • Average speed
    Average days it takes for approval.
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