Handling Approval Requests

As an authorizer for an approval procedure, you receive messages when the approval procedure is triggered. You can then review the documents submitted for review and approve or reject the requests.

You can handle the approval requests one by one or by batch, as follows:

One by one: In the Request for Approval window when you are reviewing messages
By batch: In the Approval Decision Report window when you generate a report of documents requiring approval

Note Note

You can also handle approval requests in the Approval Status Report, where a different view of these documents is presented. However, to make quick decisions, we recommend using the approval decision report.

End of the note.

Procedure

Handling Approval Requests One by One

When reviewing messages in the message inbox, you can handle approval requests from corresponding messages, as follows:

To open the message inbox, in the menu bar, choose Window Messages/Alerts Overview .
The Inbox tab is displayed by default.
Select a message requesting approval for a document generation or update, and in the Request for Document Approval pane, click (Link Arrow).
In the Request for Generation Approval or Request for Update Approval window, review the request and make a decision.
Optionally, you can enter some remarks for the approval procedure originator. This is especially useful and important if you do not approve the request.
To save your decision and remarks, choose the Update button.

Handling Approval Requests by Batch

Choose Administration Approval Procedures Approval Decision Report .
In the Approval Decision Report - Selection Criteria window, select the required criteria and choose the OK button.
In the Approval Decision Report window, review the request and make a decision.

Note
To approve or reject several pending documents simultaneously, select the relevant rows and choose Global Update. In the Global Update window, you can approve or reject all the selected documents and include a remark. The remark is copied to all the documents in the report results.

End of the note.
To save your decision and remarks, choose the Update button.

Result

If your approval or rejection ends the approval procedure (defined by the approval stages), an internal message is sent to the approval procedure originator. Additionally, as an authorizer, you can save the draft as a regular document or submit the updates into the original document.

More Information

Generating and Updating Documents Based on Approval

Generating the Approval Decision Report

Setting Up Approval Procedures