Workflow Document Management Software: Working with / Searching
for Approved Documents - FAQ
Users that where not participating or observers directly
in a workflow will still need to be able to see the results of documents
that have been through review or approval workflows. This means that they
have to be able to tell if a document has been approved, know who approved
the version of the document and when as well as should be able to search
for documents only if they have been approved / rejected.
Can I add the Approval Status field to my Folder
Views?
Yes. Adding the Approval Status field to a folder view you will be able
to tell at a glance the state of approval for all documents in the Folder,
search results list, my FileHold list or any other list customizable with
the users personal view preferences. The users personal view preferences
is accessible by selecting the My View Options menu option from the My
FileHold node of the library tree. The below screenshot shows the approval
status field (highlighted) added to a folder view. You can see at a glance
which documents are Approved or Rejected, which ones are currently in
the approval process (Pending Approval) and which documents have not yet
been submitted for approval.
Can I see if a document has been approved by looking
at its metadata?
Yes. By right clicking on the document and selecting the Metadata&
File Properties option users can view the metadata associated with the
file including if this version of a document has been approved or not.
How can I tell who has signed off on the most recent
version of a document?
Selecting the sign-off sheet option from the right click menu associated
with the file to view the sign-off sheet for the most recent version of
a document. Here you see a listing of all users that either approved or
rejected this version of the document, when they did it and if they signed–off
on behalf of someone else.
How can I tell who has signed off on a previous
version of a document?
To view sign-off sheets for previous versions of a document select the
'History of Changes Option' by right clicking on the document name to
view the list of all versions associated with the document. Select the
versions you want to view the sign-off sheets for and click the ‘Sign-Off
Sheet button". A listing of all signing authorities shall be shown
for the versions selected.
How can I refine my searching for documents to only
show documents that have been approved or rejected?
Refining your search criteria to search for documents based on their approval
status is easy using FileHold search. From the Advanced
Search screen you can select the Approval Status metadata field for
any document types (schema) that has at least one workflow template associated
with it that contains at least one approval activity. Use the Approval
Status select box to select if the document is approved or rejected. The
Approval Status field can be used in combination with any other metadata
field criteria for searching.
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