Typical Document Package Operations

In ELMA, there are several typical operations for working with a document package:

Acquaintance. This operation allows sending a document package for review to one or several user(s). When you send a document package for acquaintance, a task with the documents attached is created in the system, thus allowing users to read the documents and add comments if necessary.
Approval. This operation allows sending a document package for approval to one or several user(s). They can approve or reject it. When you send a document package for approval, a task with the documents attached is created in the system.
Signing. This operation allows signing a document package.

Sending a document package for acquaintance/approval

To send a document package for acquaintance/approval, select the required documents by checking them in the folder, and in the top menu click Send - Send for Acquaintance or Send for Approval (fig. 1).

Fig. 1. Send button

A form for sending a document package for acquaintance/approval will open. This form is similar to the form for sending a document for acquaintance/approval, but it has the Document Versions^*field. This field will display all the selected documents (fig. 3).

Fig. 2. Form for sending a document for approval. Document Versions field

To send the selected documents for acquaintance/approval, click Send in the top menu.

Document package acquaintance task

Document package acquaintance task is similar to a document acquaintance task but it also includes the Documents section on the Acquaintance tab. This section displays all the document sent for acquaintance (fig. 3).

Fig. 3. Document package acquaintance task. Acquaintance tab. Documents panel

The additional Full Document Package section is displayed on the Acquaintance tab of the document page (fig. 4). This section displays all the documents of the package sent for acquaintance.

Fig. 4. Document page. Acquaintance tab. Full Document Package unit

To complete a document package acquaintance task, click Acquainted in the top menu.

Document package approval task

The document package approval task is similar to the document approval task but it also includes the Documents unit on the Approval tab. This unit displays all the documents sent for approval. There are also buttons for making a decision (approve or reject) for each document (fig. 5).

Fig. 5. Document package approval task. Approval tab. Documents unit

To approve a document, click

next to a document; to reject it, click

. For a document package to be approved, all the document in the package must be approved.

Completing a document package approval task

There are four possible outcomes of completing a document package approval task.

1. Complete the task by clicking Approve in the top menu. None of the documents have the Rejected status (fig. 6).

Fig. 6. Completing an approval task by clicking Approve

In this case, all the documents will be approved. The task will be completed.

2. Complete the task by clicking Approve in the top menu. One or several documents have the Rejected status (fig. 7).

Fig. 7. Completing an approval task by clicking Approve

In this case, a warning will be shown (fig. 8).

Fig. 8. Warning that appears when you click Approve

If you click Yes, all the documents in the package will receive the Approved status regardless of whether the document was approved or rejected on the task form. The approval task will be completed.

If you click No, the warning window will be closed and the approval task form will be shown again. In this case, you need to make a decision on the documents and complete the task by clicking one of the buttons in the top menu (Approve or Reject).

3. Complete the approval task by clicking Reject in the top menu. All the documents have the Rejected status (fig. 9).

Fig. 9. Completing an approval task by clicking Reject

All the documents in the package will receive the Rejected status. The task will be completed.

4. Complete the approval task by clicking Reject in the top menu. One or several documents have the Approved status (fig. 10).

Fig. 10. Completing an approval task by clicking Reject

In this case, the following warning will be shown (fig. 11).

Fig. 11. Dialog box that appears when clicking Reject

The icons to the right of the document names represent their statuses (Approved, Rejected, or no decision). Besides, the icons are highlighted in different colors.

If you click Continue without changes, each document will receive the status selected on the approval task form. If no status was selected on the form, then this document will automatically receive the Rejected status. The approval task will be completed.

Note that a document approval status and the document package approval status may differ. In this case, the documents with the Approved status will receive the Rejected status in the approval sheet on the document page on the General Information and Approval tabs (fig. 12, 13)

Fig. 12. Document page. General Information tab. Rejected approval sheet status

Fig. 13. Document page. Approval tab. Rejected approval sheet status

If you click Approval rejected (All documents), all documents will be assigned the Rejected status. The approval task will be completed.

If you click Cancel, the dialog box will close and the approval task form will be shown again. The user has to make a decision and click one of the buttons: Approve or Reject.

The additional Full Document Package unit is displayed on the document page, on the Approval tab. This unit is the same as the Full Document Package unit of the Acquaintance tab.

Signing a document package

To sign a document package, check the required documents in the folder and in the top menu click Selected - Sign documents (fig. 14).

Fig. 14. Selected button

In the opened Add Comment window (fig. 15), enter a comment and click Sign Document.

Fig. 15. Add Comment dialog box

After that, the Sign Document Version window will open (fig. 16). In this window, select the document versions you need to sign and click Sign Document.

Fig. 16. Sign Document Version window

Selected document versions will be signed without a digital signature. After signing, the respective status will be displayed on the document page (fig. 17).

Fig. 17. Document page