Using cases for training approval
This guide explains how you can use the Cases module to manage training approval workflow
About Cases
A Case is a workflow management tool designed to track and manage items as they progress through defined processes. Cases are particularly useful for managing training program approvals, certification requests, and other multi-step approval workflows.
Key Concepts
Person-Centric Design
Each Case is associated with a specific individual (employee or member) and can be assigned to departments or managers for review and approval.
Document Management
Documents can be attached to Cases with customizable types and subtypes
Documents follow their own review and approval workflows
All attached documents are visible in both the Case and the associated person's profile
Comments & Actions
Comments can be added to Cases for communication and record-keeping
Comments support categorization, tagging, flagging, and assignment as action items
Automatic comments are generated for key events (like case creation)
Custom Workflows
Dropdowns, statuses, and workflows can be fully customized based on your organization's Case types and approval processes.
Working with Cases
Creating Cases
Refer to the help center for full instructions on creating Cases.
Cases can be created in two ways:
Manual Creation: Created directly by administrators or supervisors
Automated Creation: Triggered by integrated processes such as:
Training request submissions
Survey responses
Employee portal actions
Example Implementation
Set up a program catalog where employees can:
Browse available learning programs
Select desired training
Click "Submit Request" to automatically create a Case
Have the Case automatically assigned to their supervisor for approval
💡 Tip: Many organizations start with manual Case creation during setup, then transition to automated creation once workflows are established.
For detailed instructions on creating Cases, refer to the online help documentation.
Editing Cases
Refer to the help center for steps to edit an existing case.
Cases can be modified after creation to update information, change assignments, or adjust status. Refer to the online help documentation for step-by-step editing instructions.
Case Documents
Refer to the help center for details on how to use documents associated with a case
Documents provide supporting evidence and documentation for training approvals.
Key Features
Dual Visibility: Documents appear in both the Case view and the associated person's profile
Type Classification: Assign Types and Subtypes to documents for better organization and reporting
Status Tracking: Documents progress through statuses like:
Uploaded
Under Review
Accepted
Rejected
Document Requests
You can request specific documents from employees through the system:
Requests appear on the employee's portal
Clear instructions guide employees on what to upload
Automatic notifications ensure timely submission
Review and Approval
Optional review mechanisms allow managers to:
Validate document authenticity
Approve or reject submissions
Add comments explaining decisions
Track approval history
Case Comments
Comments serve as the communication hub for each Case.
Automatic Comments
The system automatically creates comments when:
A Case is initially created
Status changes occur
Documents are uploaded or approved
Manual Comments
Supervisors and reviewers can add comments to:
Communicate with other team members
Record approval decisions
Document additional requirements
Provide feedback to employees
⚠️ Important: Always categorize and tag comments for better organization and future searchability.
Searching for Cases
Use the robust search functionality to filter Cases by:
Assignment (person, department, manager)
Case type and status
Date ranges
Document types
Comment categories
Custom attributes
This makes it easy to generate reports, track progress, and manage workloads effectively.
Workflow Configuration
When setting up your training approval workflow, consider these key configuration areas:
Case Assignment Options
Choose the assignment strategy that best fits your organization:
Direct Supervisor Assignment
Cases go directly to the employee's supervisor
Supervisor handles all documentation collection and approval
Best for simple, single-level approvals
Administrative Pre-Processing
Cases first go to an administrator for initial review
Administrator validates completeness and routes to appropriate supervisor
Best for complex approvals requiring multiple validation steps
Dropdown Configuration
Configure these dropdown values to match your approval process:
Case Types
Keep categories meaningful and limited. Examples:
External Training Request
Internal Training Request
Certification Program
Conference Attendance
Case Status
Design statuses with reporting needs in mind:
Submitted: Initial request received
Under Review: Being evaluated by supervisor
Pending Approval Level 2: Requires additional authorization
Approved: Ready to proceed
Denied - Missing Prerequisites: Specific rejection reason
Denied - Budget Constraints: Specific rejection reason
Completed: Training finished and documented
Comment Categories
Training Request
Decision
Documentation Request
Follow-up Required
External Communication
Comment Sub-Categories
Provide additional specificity:
Decision → Approved
Decision → Denied
Decision → Needs Additional Training
Training Request → Initial Request
Training Request → Modification Request
Document Status Options
Requested
Uploaded
Under Review
Approved
Rejected - Resubmission Required
Document Types
External Certificate
Internal Training Verification
Course Completion Certificate
Skills Assessment
Supervisor Evaluation
Document Sub-Types
Optional additional classification based on your needs:
External Certificate → Professional Certification
External Certificate → Vendor Training
Internal Training → Safety Training
Internal Training → Leadership Development
Best Practices
Start Simple: Begin with basic workflows and add complexity as users become familiar with the system
Clear Communication: Use descriptive status names and comment categories that all users understand
Regular Review: Periodically assess your workflows and adjust configurations based on usage patterns
Training: Ensure all users understand their role in the approval process and how to use the system effectively
For additional support and detailed step-by-step instructions, please visit the help center.
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