Document Approval Workflow: Responsible for Change
If you have selected to enable an Approval Workflow for your Document with Approvers only or with Reviewers and Approver, this article will explain the responsibilities of the User Responsible for Change of the Document.
When the Reviewers Reject, or the Approvers Disapprove the Document, the User Responsible for the Document will be notified that they are required to change the Document by adding a new file.
Image: A Document within a Folder Structure in the Documents Module
Image: Automatic System Email Notification with Link to the Document when the Document is Rejected
Image: Automatic System Email Notification with Link to the Document when the Document is Disapproved
Image: 'Awaiting Change' in the 'Actions' Tab in the Documents Module
Any Document Changes that have been assigned to you individually will be visible within your 'My Actions' tab on the Main Dashboard.
Image: 'Awaiting Change' in 'My Actions' Tab in the Main Dashboard
Once the Document has been accessed, the Responsible will Download the Rejected/Disapproved Document to their device to open the Document in the correct program to make edits to the Documents, e.g. Microsoft Word, Microsoft Excel, PowerPoint, etc. Documents cannot be edited directly in the Documents module. For further details on downloading Documents, see here.
Once the Document has been edited on the correct program within the Users device, the edited Document can then be re-uploaded to the Document module. Use the 'Actions>Edit Properties' button to access the Document Details.
Image: 'Actions>Edit Properties' Button
Image: Editing Document Details
1. Version: When editing the Document, the 'Version' field shows you the Version Number that will appear for the Document when the Document is edited. It will always be one number higher than the current version of the Document.
Note: If the currently added Version of the Document was Approved or Approval was not required, the Version Number will show the next Version Number the Document is due to become. For example, Current Document Version 1 Approved, Newly Added Document will become Version 2.
However, if the currently added Document was Rejected/Disapproved Approved, the Version Number will show the same Version Number, as the Document never became the new Version. For example, Current Document Version 1 Disapproved, Newly Added Document will become Version 1.
2. Select File: To add a New Document Version, click on the 'Select File' Three Dots to access the files on your device.
Image: Selecting a File from the Device Folders, Click 'Open' to Select File
Image: File Attached in the 'Select File' Field
After adding the new Document, 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 Document will not be changed.
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 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 Page After Newly Added Document
Note: Edits made to a Document will be recorded in the Audit Log, along with the 'Reason for Change' details. It is recommended that you add the details of the Revision Notes within the 'Reason for Change' to be detailed in Audit Log. The Audit Log can then be accessed via the 'Actions>Audit Log' button.
Related User Guide Articles
Once the User Responsible for the Document has uploaded a new Document with the required changes, the Approval Workflow begins again.
If the Document Approval Workflow includes Reviewers and Approvers, the Reviewers will be notified that the Document is ready for Review.
- Document Approval Workflow: Reviewers
If the Document Approval Workflow includes only Approvers, the Approvers will be notified that the Document is ready for Approval.