Approve Document Revision

Explanation

Use this activity to make final approval on the document revision. If approval steps have been defined for this document, all the steps in the approval routing have to be completed and approved before the document can be promoted to Approved status. Once approved, the document is finished and may be released.

When approving a large number of documents, it will be performed as a background job when a specified limit is exceeded. When the number of documents is less than the specified limit, you can select whether it should be performed as a background job or not. The minimum number of documents for which the system automatically creates a background job depends on the information specified for the LIMIT_NORMAL_STATE_CHANGES default value in basic data. One background job can handle only up to 1000 documents and as a result the number of background jobs will depend on the number of selected documents. For example, if we are going to approve 1050 documents at once, two background jobs will be created (automatically) when we approve.

Prerequisites

The status of the document revision must be either Preliminary or Approval In Progress for the Approve right-mouse-button option to be enabled.
When using a background job to approve document revisions, an event can be configured to send e-mails to the approver if one or more documents have not been approved.

When documents are being approved through a background job and the following prerequisites are not met for a document, that particular document is ignored and the rest of the documents are approved.

If the status is Preliminary, then the document revision should not contain any approval steps.
If the status is Approval in Progress, then all steps must be approved.
If it is a structure document, then all subdocuments must be approved.
The user must have access rights to the document.
If the document has file reference, the file status must be Checked In.
If the document title requires a view file, the document must have a view file reference.
None of the file(s) (e.g., original, view copy, comment, extended files) checked into a document should be empty (0kb).

System Effects

Modifications may not be made to the approved document file.
When using a background job to approve document revisions, if an event is configured to send e-mails to the approver and any documents are not approved, the approver receives an e-mail.

Window

Document Revision
Document Revisions

Related Window Descriptions

Document Revision
Document Revision/General
Document Revisions

Procedure

Using the Document Revision window:

Query (F3) for the document to approve.
If the document has redlining, check for comments and view them. Add your own comments by right-clicking, pointing to Comment, and clicking Edit.
Right-click, click Status, and click Approve to approve the document.
If the settings are such that a electronic signature is required (security checkpoint), the Authentication Request dialog will open. Enter the password and click OK.

Using the Document Revisions window:

Query (F3) for the document to approve.
Select the row, right-click, point to Status, and click Approve.
If the settings are such that a electronic signature is required (security checkpoint), the Authentication Request dialog will open. Enter the password and click OK.

Note: When approving a document, if there are any empty (0kb) file(s) checked in (e.g., original, view copy, comment, extended files), a warning message is displayed to inquire whether the user would like to approve the document even though the file is empty. This message appears when approving multiple documents as well, and if No is clicked, that particular document is ignored but the process continues for the rest of the selected documents

Approving a large number of documents through a background job using the Document Revisions window:

Query (F3) for the documents to approve.

Note: The number of documents should be more than the number specified for the LIMIT_NORMAL_STATE_CHANGES default value in the Document Basic/Document Default Values.

Select the rows, right-click, point to Status, and click Approve.
Click Yes on the warning message that appears.
Open the Background Jobs window, populate (F2) and execute the background job(s) created for approving the documents by selecting the rows and right-clicking.
Open the Document Revisions window and perform a query to view the status change.

Note: If the number of documents selected is less than or equal to the number specified for the LIMIT_NORMAL_STATE_CHANGES default value, the user is given the option to select whether the operation should be performed as a background job.