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Creating Document Approval Workflow Activities in the Document Management System

Use the approval activity when you are looking to get an approval (sign off) on a given document version.

Using the Approval Activity
The Approval activity is available for users to request that other users formally approve and sign-off on a specific version of a document held in the records management system. When users sign-off on a document they will be asked to enter their document management system password to verify their identity.

Approval Activity Summary
Workflow_ApprovalTemplate.png

 

Approval Activity Properties
Activity Type Allows the user to define if this is a review or approval activity. The properties that are definable are dependent on which activity type is chosen.
Approvers Participants of the Approval activity. Each one of the participants will be assigned the 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
  • Due Date for the assigned task to be completed by the Approvers or Reviewers.
  • Due date is calculated when the workflow is launched, so this field should be configured for the number of days from launch that the first task will be due.
  • If a second or additional activity is added, an additional due date field is provided for that task, for setting the due date from the completion of the previous activity.
  • Up to 10 people can complete a single activity, and you can have up to 10 activities in a given workflow template for a total of 10 possible due date fields.
  • Use the Due By date text box using numeric values (1 or 2 or 3 or 4 etc) to specify the date for the first activity.
  • The user will then enter the number of days after the previous activity is marked as complete for the next activity to be completed.
Task Instructions Instructions provided to the participants for completing their task of Approving the file in the document management system.

Configuring Approval Activities Properties
When creating a workflow template the library administrator determines which properties the initiator of the workflow can configure at time of initiation. In some cases all properties may be pre-defined not allowing the initiator to customize any of the settings. Conversely, the library administrator may allow the initiator to define all of the properties of the activity. Learn more about Workflow Templates.