Document Approval Workflow: Approvers
If you have selected to enable an Approval Workflow for your Document with Approvers only or with Reviewers and Approvers, this article will explain the responsibilities of the User Responsible for Approving of the Document.
Approvers Only Document Approval Workflow
When the User Responsible for the Document uploads a Document, the Users Responsible for Approving will be notified that they are required to review and Approve or Disapprove the Document.
Reviewers and Approvers Document Approval Workflow
When the Reviewers Accept the Document, the Users Responsible for Approving will be notified that they are required to review and Approve or Disapprove the Document.
*If you have Read Only Access and wish to complete a Document Approval, see here.
Image: A Document within a Folder Structure in the Documents Module
Image: Automatic System Email Notification with the Link to the Document
Image: 'Awaiting Approval' in the 'Actions' Tab of the Documents Module
Any Document Approvals that have been assigned to you individually will be visible within your 'My Actions' tab on the Main Dashboard.
Image: 'Awaiting Approval' in the 'My Actions' Tab of the User's Main Dashboard
Note: Users that access the Document, but are not included as an Approver in the Approval Workflow, will not see the 'Approve' or 'Disapprove' buttons.
To 'Approve' a Document, simply click the green 'Approve' button and once the Approver (or all Approvers if there are more than one) Approve, the Document will be marked as Approved in your site.
Image: Document Accessed by Approver to Click Approve Button
Image: Document Accepted by One Approver, Still Awaiting Second Approver
Image: Document Accepted by Both Approvers, Now Approved
To 'Disapprove' a Document, simply click the red 'Disapprove' button. You will be prompted to give a reason for the disapproval. An automatic System Email Notification will then sent to the 'Responsible' contact for the Document, and the status of the Document will update to 'Awaiting Change'. The 'Responsible' will now need to upload a new Document, which will then go through the Document Approval Workflow again.
Image: Document Accessed by Approver to Click Disapprove Button
Image: 'Reason for Disapprove' Pop Up
Image: Document Rejected by One Approver, Moved to 'Awaiting Change'
Related User Guide Articles
Once all the Users Responsible for Approving the Document have 'Approved', the Document will be marked as Approved and Users selected as Notify of Change will be notified.
- Document Approval Workflow: Notify of Change
If one User Responsible for Approving the Document has 'Disapproved', the Document will move back to the Responsible of Change.