Approval Sheet

When you send a document for approval, a new approval sheet is created. It displays all the users who received the document, and the approval results.

When a document is sent for approval, the Approval tab appears on the document page. If this tab is absent, the document has not been sent for approval (fig. 1).

This tab displays approval sheets. You can send one document for approval several times. Each time you do it, a new approval sheet is created. You can find all the approval sheets on the Approval tab. The number shows how many times the document has been sent for approval (fig. 1).

Note, that with specific settings, a user can be removed from the approval sheet, and the user's approval task will be canceled. Alternatively, the user can remain in the approval sheet and will receive two or more identical tasks. The approval sheet may include this user two times or more.

– open the approval sheet

– hide the approval sheet.

Fig. 1. Document page. Approval tab

The approval sheet includes (fig. 2):

1. A data table, which displays all the users to whom the document was sent, the task status for each user, approval date, comments and files which were added when the approval task was completed/canceled (if the user added a comment or attached a file).

In the following cases the Executor column will display (in parentheses) not only the approver, but also the first executor of the task:

when the executor reassigns the approval task. The user who reassigned the approval task will be marked as the first executor.
when an approval task is reassigned due to a substitution. The substituted user will be specified as the first executor.

If an approval task was manually reassigned by the initiator of a process, the information about the first executor will not be saved. The approval sheet will only display the user to whom the approval task was reassigned.

2. Document approval status:

Pending Approval – not all the approvers have made a decision on the document. There are still active approval tasks.

Approved – all the approvers have approved the document and completed the tasks.

Rejected – all the users have completed the tasks. At least one user has rejected the document.

Cancelled – approval has been cancelled by the initiator.

Closed – the approval task has been cancelled by a user with respective access permissions. Note that only approval sub-tasks can be cancelled. To cancel a task, open its page and click Actions – Cancel Task in the toolbar.

3. Document version, sent for approval.

Fig. 2. Approval sheet elements

Approval sheet

On the approval sheet you can:

1. Add new approvers.

To do so, click Add Approver (fig. 3).

Fig. 3. Adding a user to the approval sheet

In the opened dialog box click

or use the drop-down list to select the users who must receive the document for approval and click Add.

A corresponding approval task will be assigned to the selected user. It will contain all the parameters which were selected when the document was sent for approval.

Please note that if the specific settings are configured, you will not be allowed to select the users who were previously specified in the approval sheet. In this case, you will see the following notification (fig. 4).

Fig. 4. System error message

2. Interrupt approval. Approval is interrupted for all the users in the approval sheet (fig. 5).

Fig. 5. Interrupt Approval button

On the opened form, click Interrupt Approval Procedure to interrupt approval or cancel it by clicking Cancel (fig. 6). You can also add a comment and/or attach a file.

Fig. 6. Interrupt Approval Procedure dialog box

When you interrupt approval, the approval task is automatically closed. The Approval Interrupted status is set in the approval sheet.

3. If an executor has not completed the approval task, you can delete them from the list by clicking on the

icon. The task will be deleted from the user's task list.

You cannot delete all the users from an approval sheet. If only one user is in the approval sheet, this feature is unavailable.

4. Download the document version. To do so, click Download Document in the Version for Approval section (fig. 7).

Fig. 7. Version for Approval section

Approval sheet status

A document is considered approved if all the users who received the document have approved it. In this case, the Approved status is set on the General Information tab (fig. 8).

Fig. 8. Document status section. Approved status

If at least one approver has rejected the document, it is considered rejected. The Rejected status is set on the document page (fig. 9).

Fig. 9. Document status section. Rejected status

Until all the users have completed the approval task, the Pending Approval status is set (fig. 10).

Fig. 10. Document status section. Pending Approval status

If the initiator cancels the approval, the Cancelled status is set (fig.11).

Fig. 11. Document status section. Canceled status

Exporting an approval sheet

You can save the approval sheet as a .docx or .pdf file. To do so:

1. click Actions and select Generate Approval Sheet in the top menu of the document page (fig. 12).

Fig. 12. Actions – Generate Approval Sheet button

After that, a dialog box for generating an approval sheet will open (fig. 13).

Fig. 13. Form for generating an approval sheet

2. Check the sheet/sheets you need to download. When you select several approval sheets, they are merged in the downloaded file. Approval statuses, dates and comments are specified as in the latest approval sheet for each user. In the system, approval sheets are not merged.

3. If you need to generate a .pdf file, check the Create as a PDF File box. If you need to generate a .docx file, uncheck the box.

4. Click Create.

Approval sheet is automatically downloaded to the local PC.

An example of an exported approval sheet is shown in fig. 14.

Fig. 14. Exported approval sheet