Groove Flow Approval Process

The Flow Approval Process provides a structured, trackable workflow for content approval prior to publishing a Flow. With this feature, you can grant Content Manager permissions. Then, Content Managers can approve Flows for consistency and accuracy. 

Key capabilities:

• Define specific roles or groups (e.g., Content Managers) responsible for approving content.

• Make edits and provide suggestions for improvement.

• Content Managers can activate the Flow once approved.

• Ensure higher quality and more compliant workflows.

• Receive notifications and manage the approval process seamlessly.

• Access a detailed history log of all changes made for full transparency.

Use Cases

Sales Reps

1. Access to Approved Content: Sales users can confidently use Flows that have gone through a thorough review process, ensuring that all the content they share with prospects is accurate, compliant, and up-to-date.

2. Content Creation with Oversight: Sales users can create or propose new Flows for specific sales strategies, but they must be activated and approved by a Content Manager before they are deployed, ensuring content integrity without slowing down creativity.

3. Notification of Approved Materials: Sales users receive notifications when new or updated Flows are approved, allowing them to stay aligned with the latest messaging and content.

Sales Managers

1. Review and Approve Sales Materials: Sales Managers can review Flows created by their teams and approve them to ensure consistency with sales goals, strategies, and organizational messaging.

2. Tailored Flow Approval: Sales Managers can create specific Flows that reflect the strategies of different teams and regions, submitting them for approval from higher-ups or Admins for final activation.

3. Edits and Suggestions: Sales Managers can suggest edits or adjustments to a Flow before approving, ensuring it’s perfectly aligned with both company and team objectives.

Operations Managers and Admins

1. Governance and Role Assignment: Operations Managers can establish clear approval hierarchies by assigning roles like Content Managers, ensuring that only authorized personnel can approve and activate Flows for use.

2. Content Compliance and Audits: Admins can track the history of all changes made to a Flow, ensuring that all content is compliant with company standards, legal guidelines, and industry regulations.

3. Automated Notifications and Workflow Tracking: Admins can set up automated notifications to ensure timely reviews and approvals, maintaining an efficient content creation without bottlenecks.

4. Scalable Content Governance: With the Flow Approval Process, Admins can open up content creation to a broader range of users while maintaining governance through role-based approvals, reducing the manual effort required for content audits.

5. Historical Insights: Operations Managers can use the history log to view all changes made to Flows, making it easier to audit content and ensure that sales materials meet the highest standards. To learn more about Flow history, check out this article.

Admin Setup Instructions

Clari Admin can follow these steps to enable Flow Approval for an org.

1. From Clari Web, click Studio (top right) > From the menu (top left), choose Groove. 
2. From the left nav, click "Flows and Actions" to view Flow Approval Settings and turn them on. The feature is disabled by default until an admins toggles it on. 

3. Select the user roles that require approval. A role must also have rights to create Flows (see Flow Permissions section). 

NOTE: Roles that require approval cannot create active Flows. The Flows they create will be created as a Draft and then submitted for approval and activated by a Content Manager. For roles that do not require approval, they will create Flows the same way that they do today.

4. Choose Content Managers that will approve Flows submitted by the selected roles that require review. Content managers can approve any Flow submitted by a role that requires approval.

5. Choose to exclude either entire teams or specific users, users or teams excluded here will still be able to create Flows even if their role requires approval.

User Steps

These steps are for regular users who aren't admin and who want to use Flows.

You can follow the same Flow creation steps in this guide. 

For users who require Content Manager approval: 

1. They can't add people to their Flows without the Flow being approved first.
2. When their Flow is ready, they can click Submit For Review in the top right corner (see image below). Add a note if you'd like.
3. Once a Flow is submitted for approval it will be in a pending review status and the requesting user can't make any further edits unless the Flow gets sent back to draft status by a Content Manager.
4. The Flow creator gets an email notification once the Flow has been approved and set to an Active status. They also get an email notification if the Content Manager requires edits or changes.

For Content Managers

1. You get an email notification anytime someone in your Org submits a Flow for your review. 

2. You can also set-up a filter in the Flows page to filter for all Flows with the Status = pending review. This makes it easier for you to see which Flows need your approval.

3. When you click into a Flow that's pending your approval, you can either approve it or request changes. If you request changes, you can write a note to the Flow creator about the changes you'd like them to make. You can also edit any part of a submitted Flow by clicking the edit/pencil icon on the part you want to edit.

Notes for Flow Creators and Content Managers

When a Flow is Active 

• Flow users can now add people to Flows and execute Flow Actions
• Flow Users and Content Managers can share the Flow to other users.
• A Flow user that requires Flow Approval can no longer edit steps or Flow settings. Flow User that requires Flow Approval can request changes via a Content Manager, Make a Copy and submit the Copy for approval, or create a net-new Flow and submit that for approval.
• A Content Manger or an Exempt user with Edit Rights can make edits to the Flow once its Active

When a Flow is in Draft or Pending Review

• Contacts and Leads Cannot be added to the Flow
• The Flow cannot be shared with others
• A Flow can be edited by both the person requiring Approval and a Content Manager