Approving documents in the Courier portal
A recipient of a transmission will get an email containing details of the transmission along with a link they can use to approve the documents in the Courier portal. When the link is clicked, the list of documents they have been given access to approve is displayed. The recipient may be required to login to the Courier portal prior to viewing the document list. When an approval is requested, the following options may be available:
- Do not approve
- Request changes – This option may be available. If present, the person sent the transmission is able to attach a document to the transmission which will be received by the sender.
NOTE: If the recipient of the transmission is using an email address that is being used in a FileHold user account, then the password to log into the portal is the same as the FileHold user.
There may an option to “view” the document using the built-in viewer if the format is supported. Supported formats include jpg, jpeg, png, bmp, gif, tif, tiff, docx, and pdf. A View button will appear for any supported document format. There is no configuration required to make the viewer work with Courier. The viewer will open the document in a separate pane. In the viewer you can scroll through pages, zoom in and out, fit width, fit length or whole page.
The information displayed in the portal is configured by the system and/or library administrators. Below is an example of what might be seen by a recipient in the Courier portal.
The document needs to be downloaded or viewed prior to being able to approve the documents. To download the document, click the document name and then click Download. If the document format is supported by the viewer, a View button is available in order to view the document. If documents are not downloaded or viewed then only the Do not approve and (possibly, depending on configuration) the Request changes buttons appear.
Once the document is downloaded or viewed using the built in viewer, the Approve button appears. All documents are approved, not approved, or changes are requested (approval postponed) as a group. Documents cannot be approved individually when in a single transmission.
When a document is downloaded or viewed, each document consumes a one Courier unit held in reserve. Once the document has been marked as “Approve”, an additional Courier unit is consumed for each document. If the documents are marked as “Do not approve” with or without first downloading a document, two Courier units are consumed for each document in the transmission. If the document is marked as “Request changes”, then no Courier units are consumed.
When approving documents, you may be required to enter your password. This verifies that the correct person is approving the document.
When approving documents, comments and a single attachment document can be sent back to the sender for additional information. An attachment document can be added via the Browse button or dragging and dropping a document. The comments and attachment document can be seen by the sender in the Courier transmission report.
After the approval is complete, the status icon changes. The approval action icons are the following:
- — The document requires downloading prior to marking as approved.
- — The approval action in the transmission is pending.
- — The approval action in the transmission is marked as approved.
- — The approval action in the transmission is marked as approval postponed.
- — The approval action in the transmission is marked as not approved.
- — The approval action in the transmission is overdue.
If a document is not approved, the actions for any other recipients are immediately cancelled and Courier units are returned if the action has not already completed. A message is displayed when attempting to access a transmission that has been not approved:
"This transmission was not approved by another approver on 11/2/2015 10:35:44 AM and is no longer available. The transmission identifier is 8fd24e24-e6bc-4914-a554-1aa33d390ede."
If the transmission was marked as “Request changes”, the actions for any other recipients are voided and Courier units are returned if the action has not already been completed. A message is displayed when attempting to access a transmission that has been already marked as “request changes” (approval postponed).
"This transmission was postponed by another approver on 1/22/2016 2:51:33 PM and is no longer available. The transmission identifier is ca44dcd4-c511-1fe6-cc29-540f32d5910a."
If a transmission is overdue but not yet expired, the approval can still be completed. Once the transmission expires, no actions can be taken on the transmission.
The sender may suspend viewing of the document after the approval has been completed. If it has been suspended, the following message appears:
Transmission visibility has been suspended.
The approval action details can be seen in the Courier transmission report.
Once the transmission is completed, the sender of the transmission receives an email notification. The email contains any comments or attachments provided by the recipient.