How to Add a User Group to the Document Approval Workflow
If you require an Approval Workflow for your Document, you may want to include User Groups who are required to Review, Approve and/or be Notified of Change when a new Document version has been uploaded.
Below are the steps that must be carried out in order to add a User Group to a Document Approval Workflow. Expand each step below for further explanation.
To add a User Group to the Document Approval Workflow in Safefood 360°, navigate to the Documents in Master Data using the 'Master Data>Documents' buttons and locate the individual Document using the folders or the 'Search' field.
Note: Remember, you cannot search for a Document by its Identifier Number, unless the Identifier Number has been added to the Document Name during set-up.
Image: Navigating to Documents via 'Master Data>Documents'
Image: Expanding Document Folders by Clicking the Dropdown Arrows
Image: Searching a Key Word in the 'Search' Field
Once you have located the Document that requires an editing, you can access the Individual Document by:
1. Clicking on the name of the Document to open the Document in the same Browser Window.
2. Clicking on the 'Open' Icon to open the Document in a new Browser Window.
Image: Two Options of Accessing the Individual Document Page
Within the Document overview page, click the 'Actions>Edit Properties' button to access the Document Details page to edit the Document.
Image: Document Overview Page with 'Actions>Edit Properties' Buttons
Using the Document Approval Workflow dropdown, select the 'Group' that should be included in the Document Approval Workflow.
Image: Selecting the Group to be included in the Approval Workflow
Image: User Group List of Users
Using the Tick Boxes, tick the correct Role for the User Group within the Document Approval, e.g. Reviewers, Approvers and Notify of Change.
Note: You cannot define different Approval Workflow Roles within the User Group. All the Users in the User Group must have the same Role.
Note: For further details on the Document Approval Roles, see the article on the Document Approval Workflow.
Image: Selecting the Role of the Group within the Approval Workflow
After completing the changes to the Documents, scroll to the bottom of the Documents page and click the 'Save' button to save the changes.
Note: It's very important to click the 'Save' button, otherwise the changes will not be made.
Image: 'Save' Button
You will be prompted with a 'Reason for Change' screen, where you will need to detail the reason why you have made a change to the Document page before confirming and saving the changes.
Once you have confirmed the edits using the 'Confirm' button, the system will take you back to the Document Overview page.
If you do not wish to make edits, click the 'Cancel' button at the bottom of the page to be brought out of the Document Overview page.
Image: 'Reason for Change' Pop-Up Screen after 'Save' Button Clicked
Image: Detail Reason for Change and Click 'Confirm' Button
Image: Document Overview Page after Edits Saved
