Approve or reject a document

When a document is sent, each approver of its type gets a to-do "Review and approve the work documentation" with a deadline. The approver opens the document and decides: approve, or reject with a reason.

Before you start

• You need the Manager: All Documents access right on Work Documentation. An approver without it sees the document and the to-do, but Approve and Reject are not offered.
• Only a document Waiting for Approval can be approved or rejected.

Find the documents waiting for you

Open Work Documentation/Documents. The list opens on My Documents; remove that filter and choose Waiting Approval to see every document that waits. Your to-dos also lead to the documents from the activities menu at the top of the screen.

Approve

1. Open the document and read its Content and Attachments.
2. Open the Actions menu and choose Approve.

On a phone the same Actions button sits in the bar at the top of the form; the picture shows the desktop.

3. The status becomes Approved and the to-do is closed for every approver.

Reject

1. Open the Actions menu and choose Reject. The window Reject Document asks for the Reason.
2. Pick the reason and click Reject.

3. The status becomes Rejected, the Reject Reason shows on the document, and the to-dos are closed.

The list of reasons

The reasons offered in the window come from Work Documentation/Configuration/Reject Reasons, a list that managers edit in place, one line per reason.

FAQ

Can the author fix a rejected document?

No. A rejected document stays rejected, and an approved one stays approved. The author duplicates it (Actions › Duplicate): the copy starts as a draft with today's date, the user who made it as Author, and the subject, type and body of the original.

I approved by mistake.

There is no undo. The chatter keeps who approved and when; tell the author if the work must be redone, and the new version will be a duplicate.