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Idea Management
A complete idea approval system that allows users to submit ideas for review, while managers can approve, reject, or confirm them with clear status updates. Role-based access controls define who can review or manage ideas. Automated email notifications are sent for idea requests, approvals, and rejections, ensuring real-time communication between users and managers.
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Features
Structured Idea Submission & Categorization
Users can easily submit ideas via a simple interface, organize them into custom categories, and manage their own submissions. This empowers contributors to suggest improvements in an organized, traceable way, ensuring ideas are properly classified and ready for review.
Role-Based Review Workflow with Real-Time Notifications
Role-based access controls enable secure permissions for Users, Reviewers, and Managers to submit, review, approve, reject, or cancel ideas. Automated email notifications keep everyone informed of status changes, rejection reasons, and approvals, ensuring transparency and accountability.
Seamless Idea-to-Action Conversion & History Tracking
Approved ideas are automatically converted into actionable tasks, linking them to projects for execution. Every action submission, status change, approval, rejection is logged in a complete audit trail, making the entire process traceable and efficient.
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1.) Configure Access Rights for Idea Manager
Assign the Idea Manager role from the Users & Companies settings to grant specific permissions for managing ideas. This includes reviewing, approving, rejecting, and converting ideas into tasks. Fine-tune technical and extra rights like export access, milestone tracking, and contact creation for enhanced control.
Navigation : Settings → Users & Companies → Users
2.) Manage Idea Categories
Define and organize idea categories under the Idea Management menu. This view allows the Idea Manager or administrator to create new categories and assign responsible users for each. Categories like Suggestion, Improvement, and Awareness help classify ideas for better filtering and reporting.
Navigation : Project → Idea Management → Idea Categories
3.) Idea Category Configuration with Assigned Responsible User
Displays the form view for configuring an idea category within the Idea Management. The "Suggestion" category is defined with a designated responsible user, enabling structured idea assignment and review management.
4.) My Ideas List View
Displays the "My Ideas" section where standard users can submit and track their own ideas. The list view shows key details such as subject, category, assigned idea manager, creator, creation date, and status facilitating transparency and traceability in the idea submission process.
Navigation : Project → Idea Management → My Ideas
5.) Submitting a New Idea for Manager Review
Displays the form view of an idea created by a user under 'My Ideas'. The user fills in key details such as subject, team members, and project info. By clicking "Request for Confirmation", the idea progresses from the New stage to the Pending stage in the approval workflow, initiating review by the Idea Manager.
6.) Idea Request in Pending Stage with Manager Actions
the idea workflow at the Pending stage, where the Idea Manager can take action using the Confirm, Reject, or Reset buttons. Upon submission, the system automatically logs the status change and sends an email notification to the manager. This enables timely review and ensures traceability in the idea approval process.
7.) Idea Approval and Task Creation Notification
Displays the idea status transitioning to Approved after the manager clicks Confirm and then Approve. The system automatically sends a notification email to the idea submitter confirming the approval. A Done button becomes visible, and a new task is generated in the linked project ensuring smooth conversion from idea to actionable work.
8.) Automatic Task Creation and Email Notification
Shows how an approved idea automatically generates a new task under the Tasks menu in the related project. The task, titled Office Policies Awareness, is now in the In Progress stage. A confirmation email is sent to the customer, acknowledging the task creation and providing reassurance of continued support ensuring smooth handover from idea approval to execution.
Navigation : Project → Tasks → My Tasks
9.) Reject Option in Pending and Confirmed Stages
the Reject button is visible to managers during both the Pending and Confirmed stages of the idea approval workflow. When clicked, a wizard prompts the manager to provide a reason for rejection. This ensures clarity and accountability, with automatic notifications sent to the idea submitter along with the rejection reason.
Navigation : Project → Idea Management → My Ideas
10.) Manager Enters Rejection Reason and Cancels Idea
Shows the rejection wizard where the manager must input a reason for rejecting the idea. By clicking Cancel Now, the idea is officially rejected, and a notification email is automatically sent to the user who created the idea, including the managers reason for transparency and feedback.
11.) Idea Rejected with Email Notification to User
Displays the idea moved to the Rejected stage after the manager clicks Cancel Now. A rejection message with the provided reason is shown in the activity log, and an automated email is sent to notify the idea creator about the decision, maintaining full transparency.
12.) Normal User View Only Own Ideas and Limited Actions
A normal user sees only the ideas they have submitted in the My Ideas section under Idea Management. The user can access the Request button and is allowed to reset the idea status only when it is in the Pending stage, ensuring proper access control based on user roles.
13.) Normal User Submits Idea and Requests Manager Review
A normal user creates a new idea and uses the Request for Confirmation button to send it for manager review. The idea starts in the New stage, and a log entry confirms its creation, enabling a transparent and traceable submission workflow.
14.) Idea Request Moves to Pending Stage with Email Notification
When the user clicks the Request for Confirmation button, the idea automatically transitions to the Pending stage. An email is triggered to notify the manager, and the Reset button appears for reverting the stage if needed. Activity logs capture the status update and message details.
15.) Manager Views All Ideas from Centralized Menu
Managers can access the All Ideas view under the Idea Management menu to monitor every submitted idea, including those created by other users. This view displays idea details such as subject, category, status, and creator, providing full visibility and control.
Navigation : Project → Idea Management → All Ideas
16.) Manager Reviews and Takes Action on Submitted Ideas
Managers can view ideas submitted by other users and take appropriate action using the Confirm, Reject, or Reset buttons. This empowers managers to assess suggestions, update their status, and control the idea evaluation workflow directly from the detail view.
17.) Manager Approves Idea and Triggers Task Creation
Once a manager approves an idea, its status progresses from Confirmed to Approved, automatically generating a task and notifying the user via email. This streamlines idea implementation by turning approved suggestions into actionable tasks within the project workflow.
18.) User Views Approved Idea and Reads Notification
A normal user can access the My Ideas section to view the approval status of their submitted idea. The timeline displays system notifications and approval details, ensuring the user stays informed through both in-app updates and email.
19.) Idea Manager Views All Submitted Ideas
The Idea Manager accesses the All Ideas dashboard to view the status of all submitted ideas, including those marked as Done, Rejected, and Approved. This centralized overview helps track progress and manage submissions efficiently.
Navigation : Project → Idea Management → All Ideas
User Guide
