Plan Approval - Produce template with multiple approval workflows

Introduction

The Produce template with multiple approval workflows feature enables admins to attach a single Produce template to multiple Plan Approval projects. This eliminates the need to duplicate templates for different teams or markets and introduces a centralized governance model. The main achievement is improved scalability, reduced maintenance, and consistent formatting and messaging across approval workflows.

Usage description

The feature introduces enhancements across template management, document submission, project selection, and auditing:

Template attachment

Admins in Produce can attach a single template to multiple active Plan Approval projects.

So far only limited template types (Print, Graphic, Banner) are supported. Rest of the templates will be available (Video, HTML) gradually with future releases.

The project list shown to admins is filtered by:

• Project type (Central vs Local)

• Project status (only active projects are selectable)

Users can attach multiple both central and local approval projects to a single template

Users can see to which approval projects the template is attached

Document creation & submission workflow

When a user creates a document from a shared template:

1. System checks if the template is linked to multiple Plan projects.

2. If multiple are available, a mandatory project selection dropdown appears.

3. User selects the target approval project before submission.

For Local projects, only projects tied to the user’s assigned location(s) (via Unit Manager) are shown.

If only one eligible project exists, it is preselected automatically and the dropdown is skipped.

If the user has no eligible projects, an error message is displayed: “No approval projects available for submission. Please contact your admin.”

Edge case handling

Detached templates: Existing documents still route correctly.

Updated templates: In-progress docs keep their original version; new docs use the updated template.

Deleted templates: Blocked from new use, with Plan projects notified.

Archived projects: Not displayed in selection dropdown.

Multi-location users: See all eligible local projects and can select from them.