Accountants Enterprise only
Some documents created by employees in your practice may require the approval of a partner or senior staff member before they can be sent to clients or contacts. Document Manager enables you to configure and control an approval process to handle this requirement.
Two approval approaches are available:
To set a document for approval
A document can be set as requiring approval in a number of ways:
You can set the document template, from Intranet Standards, as requiring approval. Select Approval Required on the Details tab of the Document Properties window. When a client document is created from this standard, the Approval Required option will be selected by default.
When creating a document using the Create Document Wizard, you can set the document as requiring approval by selecting the Approval Required option on the Details tab.
From the Find Documents page, Analyse Documents page or a Documents tab, select Properties to change the status of an In Progress document to Approval Required status. Select the Approval Required option on the Details tab.
The Approval Required field can be selected, if the document is already Completed or Approved.
To set and send a document for approval
Access the Approvals window. This can be done in a number of ways:
In Microsoft Office, click the Set as Awaiting Approval icon.
From the Find Documents page, Analyse Documents page or a Documents tab, select the required document. Select Awaiting Approval on the Tasks bar.
From the My Documents page, select the required document. Click the Awaiting Approval icon. The Approvals window opens, displaying the document status as Awaiting Approval. The subject line displays the document number with a comment. For example, “Document 46_1: Please review and approve”.
Select the Responsible person. This is the person who will approve the document.
Enter your comments and make any other changes to the details, as required.
To send this document as an attachment to a team member, select the Send Email option.
To edit the email before sending, select the Edit email before sending option.
Click Next. The History tab opens where you can view the approvals history of the document.
Click Finish. The document status is set to be Awaiting Approval.
If you had selected the Send Email option, an email with the attached document is sent to the selected team member.
If you selected the Edit email before sending option, a new email opens with the same subject line as in the Approvals window. For example, “Document 46_1: Please review and approve”.
Enter the required comments to the email body.
Click Send Team Email. The email with the attached document is sent to the approver.
