eSignature and Approval Workflow
Security and Audit compliance are critical for regulated enterprises.
eSignature and Approval workflow help organizations meet their audit and compliance requirements. eSignatures confirm that test cases are documented correctly and approved at different levels before execution.
Similarly, requirement reviews verify imported requirements and link them to the correct test cases. They also help management track test case changes and assess how they can be integrated into test executions.
supports a multi-level approver workflow. This is helpful for organizations where pre-approval is needed before the final approver signs off.
Note
The Approval Workflow is available only with the eSignature package and can be enabled per project.
Approval Workflow
Only approved test cases are available for execution.
For approved test cases, execution requires authentication.
No modifications are pemitted to approved runs.
This is useful in case where a test case requires approval from QA Lead, QA Manager, and Project Manager.
Approval Workflows and Mechanism
Approval Workflow Levels
Manage Approval levels from Approval/Closure workflow levels and users section under Customization, General Settings.
Add a level only after assigning reviewers or approvers to the current level.
Each level can have multiple approvers; approval from any one moves the entity to the next level.
Approval Rules
An entity remains in In-review state unless approved at all levels.
The entity moves back to In Review state if rejected at any level.
Any changes to an entity during the approval process resets it to the first level; all previous approvals are revoked.
Reviewing Requirements
Verify if requirements are documented in accordance with the specifications. In case of external trackers, review the imported requirements in and link them to the appropriate test cases.
Note
Requirement rejected at any level resets to the first level of review, with an In Review status.
Editing a reviewed requirement resets it to the first level of review.
The following table narrates scenarios for internal requirements and requirements from the external tracker.
Requirement Type | Sync | Entities edited in | Status in QMetry | Is the "Request Change" option available? |
|---|---|---|---|---|
Internal | - | In Review and Pending at Level 1 | Yes | |
External | Imported for the first time in | - | Reviewed | No |
Manual Sync | - | Reviewed | ||
Auto Sync | Jira (for Jira Fields) (for System Fields) | In Review and Pending at Level 1 |
To review a requirement, perform the following steps:
Go to Requirements.
Click the Cog icon for the requirement and select or .
Note
Changing the status to Review sends an email notification to the next reviewer.
Requirements imported from external trackers do not include the Request Change option.
Add remarks while approving or requesting change for reference.
Review at Level 1
Request Change: Send the requirement back to the creator with suggested modifications.
Review: Approve the requirement and forward it to the next approver.
Review at Next Level
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Go to the requirement details page and Turn the Show History toggle "ON".
Check last reviewer details including name and remarks.
Approve the requirement or request further changes. For change request, the requirement returns to first level of review and the process restarts.
Viewing Review Logs
Track review logs from the following sections:
The Requirement Details page displays the latest reviewer details under Review Details section.
Hover over the Requirement Entity Key displays Review Details.
Change Log tab on the requirement details page shows approval history.
Approval Workflow for a Test Case
When eSignature is ON, the system marks shareable test cases in "Approved" state by default.
Once shareable test cases are created, the system restricts test step editing.
Create a new version of the shareable test case to make edits.
When a test case is approved at all levels and a new level is added, it shows as pending approval for the newly added level.
If the test case is linked to a test suite, the execution is restricted.
If a test case is pending for approval at the last level and if this level is deleted before the approval, the pending approvals are marked as Approved.
If a test case is approved at all the existing levels and a new level is added, it shows pending approval for the last level, and the system restricts its execution.
Rules for Approving a Test Case
Reviewer approves a specific version of a test case.
Approval restricts editing for that test case version.
Create a new version in the "In Review" state, to make changes.
Link test suites only to approved test cases. Execution is allowed only after a test case reaches the "Approved" state.
To approve a test case, perform the following steps:
Go to Test Cases List View.
Symbol
Test Case State
Description
When eSignature is enabled later in the Project
Yellow Tick
In Review
A new test case is created, and the system assigns an "In Review" State by default.
All new test cases are in the "In Review" State.
Green Tick
Approved
When a test case is approved, the system marks it ready for execution. Test suites link only to approved test cases.
All the existing test cases have "Approved" State
Click the Cog icon and select Approve or Request Change.
Alternatively, go to the test case detail page and click Approve or Request Change.
Approval at Level 1
The system marks the test case as Approved by the approver at Level 1 and sends an email notification to all approvers at the next level.
Approval at next Level
Approving a test case at Level 1 moves it to the next level. The entity state changes from “Pending at Level1” to “Pending at Level 2”. The approver at this level can approve or request a change to the test case. Approving takes it to the next level and request changes pushes it back to previous level.
Approval at Last Level
On approval at the last level, the test case shows an Approved state.
Once approved, the test case editing gets locking. Create a new version or clone the test case to make modifications.
Note
The approver may request changes at any level. The test case then returns to the previous level for approval. When this happens, the system sends an email notification with the approval status and details to the "Created By" user.
Viewing Review Logs
Once a test case is reviewed at all levels, the following entities appear:
The Test Case detail page displays the latest reviewer details under Review Details section.
Hover over the Test Case Entity Key to view Review Details.
Go to Change Log tab on the requirement details page to view approval history.
As the test case passes through subsequent levels, the corresponding entries are displayed in:
Operations on "Approved" Test Cases | Impact on Test Case State |
|---|---|
Copy | Resets the State to “In Review” |
Move in the same project. | Preserves the State |
Move in another project. | Resets the State to “In Review” |
Export | Exports Approval State |
Re-import | Creates a new version of the test case and resets the State to “In Review” |
Linking Release, Cycle, Requirement, Test Execution | Does not reset the test case State |
Adding Comments | Does not reset the test case State |
Approving Test Executions
To execute a test suite it must be in the Approved state.
Only approved test cases link to test suites for execution. The execution screen syncs only approved versions of test cases.
Note
Test suite created from requirements contains only Approved test cases.
Approve a test execution from multiple places in the application:
Test Executions tab in Test Suite.
Test Execution Screen.
Bulk Operations.
Bulk Request Change Operation for Test Executions.
Note
Enabling Auto Approve Test Execution from eSignature skips the Test Execution Approval workflow and auto-approves all test executions. Refer to Auto-Approve Test Execution for more details.
Approval Statuses and Their Symbols
Symbol | Test Execution State | Description | When the eSignature is enabled later in the Project |
|---|---|---|---|
Orange Tick | In Review | A new test suite is in "Review" state by default. It contains only approved test cases. | All new test suites are initiated in "In Review" State. |
Green Tick | Approved | A test suite is approved and marked ready for execution. | All existing test suites move to the "Approved" state and are available for execution. |
Black Tick | Closed | The test suite is executed, and no further modifications are allowed in the test execution. | Test Suites should be manually "Closed" |
New test executions are symbolized by orange tick and are in "In Review" state.
Click the orange symbol to approve the test execution and the symbol turns green.
Click the green tick to close the test execution and the symbol turns black.
Approving a Test Execution
To approve a test execution, perform the following steps:
Open the Test Execution in "In Review" State.
Click Approve.
Note
Once approved, it cannot be edited.
The execution is disabled until the test execution is approved.
Approval at Level 1
When test executions are approved at Level 1, the system moves it to the next level. It also updates the approval status from “Pending at <Level 1>” to “Pending at <Level 2>”. The system also sends an email notification to all approvers of the next level.
Approval at Level 2
On approval, the system marks the test execution as Approved by the approver at Level 2.
Approval at Last Level
Approving a Test Execution at the last level updates the test case results and moves the test case to the Approved state. After approval, the system notifies the Owner or Assignee that the execution is ready.
To request modifications in the execution, click Request Change. The system moves the test execution back to Level 1 for approval and sends an email notification with the approval status and details to the "Created By" user.
Close Test Execution
Mark execution as "Closed" (if you have closure rights) after executing the approved test suite. When multiple hierarchy levels are defined, only the final closer can close the test execution.
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Once you close the test execution:
Cannot modify the test case results.
You cannot unlink test cases from the closed test execution.
You can view bugs and download attachments associated with test cases and steps.
Releases, Cycles, and Platforms associated cannot be unlinked from the closed test execution.
This workflow helps QA Managers freeze a test suite’s execution after completion, preserving the results and preventing modifications. Unlinking the Release, Cycle, or Platform from a closed execution permanently removes it. To avoid this, unlinking is restricted so closed test executions remain preserved.
Business Rules:
Approved but not closed: If the Test Suite Execution is approved and not closed at any level, adding a new approval level changes the status to Pending at {New Level}.
Approved and closure initiated: If the Test Suite Execution is approved and closure has started at any level, adding a new approval level does not change the closure status.
No closure initiated: If closure has not started and a tester needs to change execution details, the approver can use Request Change to reset the status to Approval Pending at Level 1.
Closure initiated: Once closure has started, adding a new approval level does not affect the current closure status.
Closure at Level 1
To start closure at level 1, perform the following steps:
Open the test execution in the Approved State.
Click Close. Once you close the test execution, you cannot edit it further.
Request Change: Click Request Change, for modifications in the test case or test suite. The approved status resets to Approval Pending at Level 1, and the full approval cycle repeats. Once the test execution is approved again, it becomes available for the Closure cycle.
Close: The test execution pending for closure shows "Closure Pending at <Level 1>.
Multiple Hierarchy for Closure: After closure at Level 1, the status changes to Closure Pending at <Level 2>. The test execution is marked as Closed only when the closer at the last level completes the closure. At the final level, the test execution closes, the record is greyed out, and the status changes to Closed. You can view approval details by clicking Approval and Closure Details.
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View Approval Logs
As the test execution passes through subsequent levels, the corresponding entries are displayed under Change Log.
Bulk Edit
For Bulk Edit, select either "In Review" or "Approved" at a time.
Note
Perform bulk editing on unarchived and non-shareable records.
Edit the following for Approved test cases:
Linkages (like Attachments, Requirements, Releases, and Cycles)
Comment
Approval Workflow for Cross Projects
Approval Workflow in Project A (current project) | Approval Workflow in Project B | Linking assets of Project B to Project A |
|---|---|---|
enabled | disabled | NA (For Approval Workflow enabled projects, the Link Test Cases screen shows only those projects which has Approval Workflow enabled) |
disabled | enabled | NA (For Approval Workflow disabled projects, the Link Test Cases screen shows projects without Approval Workflow) |
enabled | enabled | Only Approved test cases from Project B |
disabled | disabled | All test cases from Project B |
Automation Testing
Note
Users must have Automation permissions.
If the eSignature feature is enabled in the project-
Test Cases created or linked through Automation (Automation API, Jenkins, Bamboo, Rest API) are approved automatically.
Test Suite Executions created through automation are in the "System Approved" State.
Audit Log
All activities related to the approval workflow are logged in the Audit Log under Audit Compliance. Audit Logs also capture switching the Auto Approve Workflow ON and OFF operation.
Approval Workflow Details
Click Export Test Case Detail on the test case detail page to open the test case detail in PDF.
If eSignature is enabled for the project, the report includes Approval Workflow details, including approval statuses like "In-Review", "Approved".
The Test Case Export Report includes the Approval Status along with other test case details.
Remove Reviewers, Approvers, or Closers from Project
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To remove reviewers, approvers or closers from a project, perform the following steps:
Go to eSignature.
Click Approval Access.
Select the tab: RQ Reviewer, TC Approver, and TS Approver.
Locate the user and click Delete.
The system revokes the user’s rights to review or approve requirements, test cases, or test suites for the project. Entities previously reviewed or approved by the user remain unaffected.
You can also view the Approval Workflow Report.
Bulk Review Requirements
Review requirements in bulk for the e-Signature feature.
Note
Bulk review option is available only in the Requirements modules.
Review the In-Review and unarchived test assets in bulk.
To bulk review requirements, perform the following steps:
Go to Bulk Operations
Select Review and click Next.
Select the records.
Enter remarks and click Review.
Click Yes.
Bulk Approve Test Cases
Bulk approve is available only in the Test Cases and Test Suites modules. Approve test cases or close test executions in bulk for the e-Signature enabled projects.
To bulk approve test cases, perform the following steps:
Go to Test Cases.
Click the cog icon and select Bulk Operations.
Select Approve and click Next.
Select the records and click Approve.
Bulk Request Change
Apply bulk Request Change to test assets (requirements and test cases) approved at least once in any of the previous levels.
Note
Request Change is not applicable to requirements that are imported from an external tracker like Jira.
To apply bulk request change, perform the following steps:
Go to Bulk Operations.
Select Request Change and click Next.
Select the records.
Add remarks and click Request Change.
Click Yes to confirm.
Bulk Approve Test Suites or Test Executions
In Bulk Operations for the test suite, Approve, Request Change, Approval, Request Change, Closure, and Close options are for test execution.
Bulk Request Change - Revert the test execution's status from "Pending Approval" to "In Review".
Bulk Request Change - Revert the test execution's status from "Pending Closure" to "In Review".
Closers can change the test execution status from "Approved" to "Closed". They can mark the test executions as "Closed" in bulk at a time.
To bulk approve test suites or test executions, perform the following steps:
Go to the test suite module.
Click the cog icon and select Bulk Operations.
Select the relevant operation and click Next.
Select records to approve.
Enter the remarks and click Approve.
Bulk Approve Executions when Auto Test Execution is Enabled
When Auto Test Execution is enabled, only the following test execution approval options are available in the bulk operations list:
The Request Change – Closure action behaves differently in this mode. It changes the status from Pending Closure to Approved instead of In Review.
If you request a change for an approved test execution from the execution screen, the execution reverts to Closure Pending at its previous level. If only one level exists, it remains at Closure Pending – Level 1.