Speaking of documents to approve...
The Documents to Approve option presents the tasks originated in document posting. These posts require the respective user’s approval.
Approvers may not be changed or added to a folder containing approved posted documents.
Approval by levels allows a folder or document to be validated by other users or user groups. Approval is divided into levels. For example, in case of a document that requires approval by three different areas (e.g. Marketing, Sales, and Financial), the approval process may be divided into the following levels:
1st Level: Marketing
2nd Level: Sales
3rd Level: Financial
The approval process is sequential. Should any of the levels reject the document, it is returned to the publishing user for due adjustments, after which it is resubmitted through the entire approval process.
The platform follows all approval rules defined for the respective document in order to confirm document approval.
Check the document’s security settings!
The approving user must have reading privileges for the document to be approved; otherwise, this user may not access the document for approval.
It is important to note that document security does not require approval: if the document under approval permission is withdrawn, this rule applies immediately, blocking access to the document submitted for approval.
Access documents to approve
01. From the main menu, click Task Central.
02. Click on the Documents to Approve tab.
This tab is only displayed if the user has documents pending his/her approval.
03. View the documents to approve.
View details of the document under approval
01. Go to the documents pending approval, as displayed in the Access documents to approve item.
02. Click the document to be approved, from the list.
03. In document view, when clicking the Document actions option (in the upper right corner), you can view various document information.
View Properties
The document properties screen displays document data, such as:
- Properties such as description, author and creation date, among other information;
- Version/Review Approval History;
- Document Version Specification;
- Document Access Specification;
- Related Document List;
- Document Relationships.
Click here for more information on viewing document properties.
View Document
Displays the preview of the document, in a yet-to-be-approved version.
Social Information
The social information screen shows information such as comments in the document, users that support the document, and sharing status. Click here for more details on social information.
Approve document
01. Go to the documents pending approval, as displayed in the Access documents to approve item.
02. Click the document to be approved, from the list.
03. In document view, click on Approve Document to approve the document.
A screen is open for document approval, and the following fields are required:
Approve the document?
Select Yes to approve the document. Or No to reject document approval.
Note
Approval justification, required only when the document is not approved.
04. Click Confirm.
In any step of the document approval process, the person who posted/edited the document can go to the My Documents tab, in the Task Center, and edit properties or cancel the document.
If the document is not approved, the publisher user must go to the Task Center, click the Properties option and make the necessary changes, so that the document can be resubmitted for approval.
If the publisher user has submitted the document for approval by mistake or at some point canceled the approval, this can be reversed by following the instructions from the Platform ❙ My documents item.
Attention!
This documentation is valid from update 1.6.4 on. If you use an earlier version, it may contain information different from what you see in your platform.
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