The Addition of a User to a User Group selected within a Document's Approval Workflow
If you have added a new User to an already Existing User Group that has been selected within a Document's Approval Workflow there may be certain effects on the Document.
This article will explain the possible effects on a Document's Approval Workflow when a new User to added to a User Group in Settings.
Remember: The User will automatically receive the same role as the rest of the User Group within the Approval Workflow, e.g. Reviewer, Approver or Notify of Change. The role is set at User Group level.
If a User is added to a User Group when a Document is not currently going through an Approval Workflow, nothing will happen to the Document.
Adding a new User to a User Group will not start a Document Approval Workflow.
The new User will simply be added to the Approval Workflow in the Document along side the other Users of the User Group, ready to be included in the next Approval Workflow.
If a User is added to a User Group when a Document is currently going through an Approval Workflow, the User will be automatically included in the Approval Workflow.
The new User will receive an Email Notification to inform them that they must either 'Review' or 'Approve' the Document, depending on the User Group Role within the Approval Workflow.
If the User who has been added is required to be a:
Reviewer
- If the Document Approval Workflow is currently in the Review stage, the User will simply be added to the list of Reviewers to complete their Review.
- If the Document Approval Workflow has moved to the Approval stage, it will move back to the Review stage and require just this User to complete their Review.
Approver
- If the Document Approval Workflow is currently in the Review stage, the User will simply be added to the list of Approvers to complete their Approval once the Review stage has been completed.
- If the Document Approval Workflow has moved to the Approval stage, the User will simply be added to the list of Approvers to complete their Approval.
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