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 to make Approve
sub command 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).
- You can configure a
security checkpoint dialog to appear when setting a document revision to the
Approved state by setting SET_APPROVED_SEC_CHKPT
to Y. This configuration can be applied centrally for all
document classes on the Document Management > Basic Data >
Document Default Values page. If you need to apply it to
specific document classes only, you can do so in the Document
Class Management > Document Default Values tab.
- In order for the security checkpoint process to be successfully enabled,
global configuration needs to be done. Refer to
Configure Security
Checkpoints for Approval Process to enable security checkpoints globally.
Note: If you have B2B document classes, you cannot set
this default value centrally for all document classes. In this case, you can
override the setting on a per-document class basis in Document Class
Management.
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.
- If SET_APPROVED_SEC_CHKPT is set to Y,
a security checkpoint dialog will open for users to enter their credentials.