Approving Documents Attached in Assessments/Audits
Documents attached within Doclists in Pre-Assessments, Full Assessment Records or Supplier Audits, may require review and/or approval from individual Users. Once the following scenarios have been met, any User part of the Document Approval Workflow will have an action for each document uploaded to the Record:
- Pre-Assessment: Data Collection workflow stage 'Saved & Submitted' by the Primary or Secondary Assessor
- Full Assessment: Data Collection workflow stage 'Saved & Submitted' by the Primary or Secondary Assessor
- Supplier Audit: Audit Record workflow stage 'Saved & Submitted' by the Auditor
Where is the Document Approval Workflow put in place?
Suppliers
When Suppliers are added to Master Data, within the 'Supplier Document Settings' section, an Approval Workflow can be added. Here is where you can select the Users who should Review or Approve each document uploaded in a Pre-Assessment, Full Assessment, Supplier Audit or Document Review Record by the Supplier. See here to access the article on completing the Supplier Document Settings.
Image: Supplier Document Settings in the Supplier Page in Master Data
Materials
When Materials are added to Master Data, within the 'Supplier Document Settings' section, an Approval Workflow can be added. Here is where you can select the Users who should Review or Approve each document uploaded in a Pre-Assessment, Full Assessment or Document Review Record by the Supplier for the specific Material. See here to access the article on completing the Supplier Document Settings.
Image: Supplier Document Settings in the Material Page in Master Data
Note: If you choose to not include a Document Approval Workflow, the document will simply state 'Approval Not Required' within the Pre-Assessment, Full Assessment, Supplier Audit and Documents module.
Image: Example 'Approval Not Required' Noted in Pre-Assessment
Image: Example 'Approval Not Required' Noted in Documents Module
Accessing Documents Pending Review
To access a document awaiting Review, a Reviewer has 3 options:
Image: Example 'File' Column Link to Document in the Full Assessment Doclist
Image: Example Automatic System Email Notification with Link to Document
Image: Example 'Actions' Tab in Documents Module
Note: 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 User as an Approver. The Reviewers will come first in the Document Approval Workflow, followed by the Approvers.
Once the document has been accessed, the Reviewer will see the options to 'Accept' or 'Reject' the document to complete their Review.
Image: Document Accessed by Reviewer
To 'Accept' a document review 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 Approver(s).
To 'Reject' a document, simply click the red 'Reject' button. You will be prompted to give a reason for the rejection. An automatic system email notification will then sent to the contact 'Responsible' for the document, in this case the Primary Supplier Contact, and the status of the document will update to 'Awaiting Change'. The Primary Supplier Contact will now need to upload a new document, which will then go through the Document Approval Workflow again.
See here for further information to access the article on Approving/Reviewing a Document.
Accessing Documents Pending Approval
To access a document awaiting Approval, an Approver has 3 options:
Image: Example 'File' Column Link to Document in the Full Assessment Doclist
Image: Example Automatic System Email Notification with Link to Document
Image: Example 'Actions' Tab in Documents Module
Once the document has been accessed, the Approver will see the options to 'Approve' or 'Disapprove' the document to complete their Approval.
Image: Document Accessed by Approver
To 'Accept' a document approval 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.
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 contact 'Responsible' for the document, in this case the Primary Supplier Contact, and the status of the document will update to 'Awaiting Change'. The Primary Supplier Contact will now need to upload a new document, which will then go through the Document Approval Workflow again.
See here for further information to access the article on Approving/Reviewing a Document.
Notify of Change
If you have set up Users to be 'Notified of Change' in the Document Approval Workflow, these Users will be notified via an automatic system email notification when they have selected as 'Notify of Change' and a document that required:
- No Approval or Review has been uploaded (Status - Approval Not Required)
- Approval only has been Approved (Status - Approved)
- Both Review and Approval has been Approved (Status - Approved)
See here for further information to access the article on Approving/Reviewing a Document.
Image: Example Automatic System Email Notification with Link to Document
Note: Those Users selected as 'Notify of Change' will have no action to complete in your site. They are simply being notified that a version of a Document has been uploaded and is ready for them to use if necessary.
Image: Document Accessed by Notify of Change
Status of Document
As the documents are moved through the Document Approval Workflow stages, the status of each document will update in the following places:
Image: Example Document 'Status' Update in the Full Assessment Doclist
Image: Example Document 'Status' Update in the Documents module
Image: Example Document 'Status' Update in the Documents module
