In the My Favorites menu, click Document Control and optionally use the fields to filter the list.
Click a link to edit, or click New.
On the Document Control tab, record information to categorize the document (e.g. Library, Description, Owner, Type) and to reflect the controls (e.g. Status, Review Frequency).
On the Supporting Documents tab, add any additional supporting document(s) that are part of this controlled document.
Click Save.
To start the review process, choose Actions»Begin Review.
In the Approval History form, record the Reason for Revision and import the “main” document, then click Save.
An email is sent to the person identfied as the first reviewer for the library associated with the controlled document (in the DocumentLibrary look-up table).
Multiple users may be assigned to a workflow status. Each will receive an email notification informing them of the assignment and any of those users will be able to review, reject, approve, or publish (depending on the workflow status) the document. Once the document has been dealt with by of its assigned users, the other assigned uses will not be able to execute the option(s) for that status and the document will move to the next step/status in the workflow. However, if an assigned user rejects a document, the document owner will be notified of the rejection and any one of the users assigned to the workflow status will again be able to review, reject, approve, or publish (depending on the workflow status) the document.
The reviewer may add Review Comments, and will select Approved or Rejected and click Save.
-
If they approved the document, an email is sent to the person identified as the next reviewer for the library.
-
If they rejected the document and their approval is deemed as Required (in the DocumentLibrary look-up table), an email is sent to the document owner.
-
If they rejected the document and their approval is not Required, an email is sent to the person identified as the next reviewer for the library.
The Approval History tab displays a history of each revision made to a document. Each workflow email notification includes a link to the most recent Approval History record for the document.
Upon final approval, the person with Publish authority will choose Actions»Publish Document, and the document will be listed in the Published Documents module (see Viewing Published Controlled Documents).