Approval Maintenance 

Use

You can use this report to search for documents subject to an approval process. You do this using selection parameters. Examples of usage:

●      Find all documents by a certain author that currently have the status For Approval.

●      Find all folders and documents for which a certain user is entered into the list of approvers. You can then choose to replace this user with another user.
The user is then replaced in the approval lists for folders as well as in the approval lists of documents for which the approval process has already been started.

●      Find all folders and documents for which the list of approvers is empty or for which an approval step is not assigned to a user.

 

Features

This report only searches folders for which the approval process is active.

It finds folders and documents that match the selection parameters.

You can configure the following settings for this report.

Scope

Parameter	Description
Location	You can restrict the report to certain repositories or folders (including all subordinate folders). Specify all repositories and folders that are to be searched.
Maximum Results	The system terminates the search when it has found the corresponding number of items.

 

Parameter

Parameter	Description
Author	User name of author to be searched for.
Approver	User name to be searched for in the approver list.
Status	Document status to be searched for.
Empty Approver Lists	Search for folders and documents for which status management is active but no approval steps are defined.
Empty Approver Steps	Search for folders and documents for which an approval step is not assigned to a user.

 

The parameters are linked with AND (apart from Empty Approver Lists and Empty Approver Steps). For example, if you fill in the fields Author and Status, the system finds all items by the specified author that have the specified status.

If you are searching by approver, the system only finds documents that have already been submitted for approval.

When an author submits a document for approval the system generates a copy of the approval list for the folder, and assigns the document in question to it. The document only has its own approval list after this step has been completed.

 

Commands

Parameter	Description
Replace	Replace previous approver with replacement approver in all lists found (see Parameters tab page).
Replacement Approver (appears once the Replace checkbox is selected)	Name of the user that is to replace the previous approver in the approver lists. This user must exist in user management.