Workflow Document Management Software: How to Setup a Document
Approval Workflow Activity
The following FAQ covers the attributes of a Approval activity
and the steps required to configure the activity when intiating a workflow
or editing a workflow template.
When should I use the Approval activity?
Use the Approval activity when you are looking to have other users formally
approve and sign-off on a specific version of a document. When users sign-off
on a document they will be asked to enter their FileHold password into
the system to verify who they are.
What are the different properties of a Approval Activity
?
The below screenshot highlights the different properties of Approval activity
as shown when a) initiating a workflow or b) setting up a workflow template.
For sake of clarity workflow settings are not shown in this screenshot.
Each setting will be discussed in detail below.
- Activity Type - this select allows the user to define
if this is a review or approval activity. Because a Approval activity
is selected the remaining properties are specifying to the Approval
activity only.
- Approvers - this is a listing of the participants
of the Approval activity. Each one of the participants will be assigned
a task of Approving and signing off on the document. The list of possible
participants is limited to users that are able to access the document.
- Due By - this is the due date for when the task is
to be completed by the Approvers. The due date is in 2 possible formats
- absolute if the activity is the first activity in the workflow or
relative if the activity proceeds an existing activity in the workflow.
Use the calendar select to specify if an absolute date. For a relative
date the user will enter a number for the number of business days after
previous activity is marked as complete.
- Task Instructions - these are the instructions that
will be provided to the participants for completing their task of Approving
the document.
Why can't I configure some properties of a Approval
activity when initiating a workflow?
When defining the workflow template the library administrators determine
which properties the initiator can configure when initiating the workflow.
In some cases all properties of an activity may be pre-defined therefore
the initiator cannot configure any properties. Conversely, the library
administrator may allow the initiator to define all of the properties
of the activity.
Can I use the approval Activity in a stand alone
mode without a workflow?
No. A approval activity must be part of a workflow. It can be added to
a workflow when a workflow is being initiated or as part of a template.
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