Approve a document

When a contract has been added or reviewed, it's sent to someone to approve. In the Approve stage you review and approve the work that's been done or delegate further action.

Form components 

Workflow

There are two reasons why you will receive a task to approve a document:  

Scenario 1: A new document has been sent to you to approve

Scenario 2: An existing document has been managed or reviewed and sent to you to approve  

Action history

This component displays the commentary by the assigned officers at each stage of the workflow. 

Hover over the date to display who recorded the note. 

Task management 

This document has been managed and sent to you to approve

Task options

Delegate further review

Choose this option to define and delegate the tasks relating to the document.

• Task instructions - provide instructions for the review. Prior to approving the document, you can use the workflow to delegate a further review task. For example, if you wanted to ensure the content of the document is consistent with current legislation you might send it back for a final check with the following instructions: 'Ensure the privacy policy is consistent with recent changes to the privacy legislation.'
• Discard draft and retain publish version (optional) - this provides you with the option to reject the proposed new version, 'discard draft', and retain the 'published version' on the Documents register. Alternatively, you can Add new version (optional) - this provides you with the option to add a new draft version. You will have the option to download the current published version or the proposed new version, revise the document and upload a new draft version of the document. 
• Assign to - select the user responsible for carrying out the task. Select Assign to me to assign the task to yourself. 
• Task due date - select the date the task is to be completed by.

Approve the document

Choose this option to approve the document to be added to the Documents register. 

• Next review date - this is the proposed date the document will be reviewed again in the future, which can be changed.
• Additional Comments (optional) - use this field to add any additional comments relating to the document. These comments will appear in the Action history and will therefore be visible when the document is next reviewed. 
• Discard draft and retain publish version (optional) - this provides you with the option to reject the proposed new version, 'discard draft', and retain the 'published version' on the Documents register. Alternatively, you can Add new version (optional) - this provides you with the option to add a new draft version. You will have the option to download the current published version or the proposed new version, revise the document and upload a new draft version of the document. 

Submit/save the form

The green Submit button will save the form and in most cases progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks. For example, The green button will change to Approve if you choose Approve the document. If you have assigned a task to someone other than yourself it will change to Submit, and if you have assigned a task to yourself it will change to Next.

Select the purple Archive button when the document is to be archived and the Documents details form will be moved to the 'Archived documents' tab on the register. 

Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history. For example, if you need to schedule a compliance task for the document, you could select the Compliance option to create a new item in that register. The platform will display a link between the two items in the System event history.