Document Approval Workflow: Reviewers
If you have selected to enable an Approval Workflow for your Document with Reviewers and Approvers, this article will explain the responsibilities of the User Responsible for Reviewing of the Document.
When the User Responsible for the Document uploads a Document, the Users Responsible for Review will be notified that they are required to review and Accept or Reject the Document.
*If you have Read Only Access and wish to complete a Document Review, see here.
Remember: You cannot have only Reviewers set up in your Document Approval Workflow. If you wish to set up a User to Review a Document, you must also set up another (or the same) User as an Approver. The Reviewers will come first in the Document Approval Workflow, followed by the Approvers.
Image: A Document Within a Folder Structure in the Documents Module
Image: Automatic System Email Notification with Direct Link to Document
Image: 'Awaiting Review' Action in the 'Actions' Tab in Documents Module
Any Document Reviews that have been assigned to you individually, will be visible within your 'My Actions' tab on the Main Dashboard.
Image: 'Awaiting Review' in 'My Actions' Tab in the Main Dashboard
Note: Users that access the Document, but are not included as a Reviewer in the Approval Workflow, will not see the 'Accept' or 'Reject' buttons.
To 'Accept' a Document, simply click the green 'Accept' button and once the Reviewer (or all Reviewers if there are more than one) Accept, the Document will move on to be approved by the Approvers.
Image: Document Accessed by Reviewer to Click Accept Button
Image: Document Accepted by One Reviewer, Still Awaiting Second Reviewer
Image: Document Accepted by Both Reviewers, Now Moved to Approvers
Note: If any one Reviewer 'Rejects' (while other Reviewers 'Accept') the Document, the Review stage is stopped and the Document is immediately moved to the 'Awaiting Change' approval status. Therefore, not all Reviewers may complete their Review before the Document is Rejected by someone else. The Review workflow will begin again once the 'Responsible' has re-added the Document with the new changes.
To 'Reject' a Document Review, simply click the red 'Reject' button. You will be prompted to give a reason for the rejection. An automatic System Email Notification will then be sent to the contact 'Responsible' 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 Reviewer to Click Reject Button
Image: 'Reason for Reject' Pop Up
Image: Document Rejected by One Reviewer, Moved to 'Awaiting Change'
Related User Guide Articles
Once all the Users Responsible for Review of the Document have 'Accepted', the Document will move forward to the Approvers.
- Document Approval Workflow: Approvers
If one User Responsible for Review of the Document has 'Rejected', the Document will move back to the Responsible of Change.