Why did I get a task to approve a document?
You have been assigned a task to approve a document either because a new document has been added or an existing document has been reviewed and sent to you as the document owner
What do I need to do?
Review the Action history for comments about what's been done to date. Then choose a task option to approve the document or assign further work to be done. Learn how to do this in the Task management section below.
In this article
Click a link below to learn more about each section of the Approve form in Logiqc.
- Action history
A list of actions taken at each stage of the workflow, along with any comments provided by users. - Task management
Your options for closing the audit. - View document
Preview the published version of the document and any draft versions in the workflow. - Submit
Complete your task and submit the form - System event history
A chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
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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 component displays the two options you have at the approval stage of the workflow.
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.
View document
In this component you can preview the published version of the document and any draft versions in the workflow. A brief overview of document management details is also provided. Note: This component is only displayed after a document has been uploaded for the first time.
Select the Email link button to send a link to the page to another user via email. Recipients will require a Logiqc user account to access the document.
Submit
The green Submit button will save the form and 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.
- Archive - The Archive option will move the document to the Archived tab on the Document register and terminate future workflows.
- Submit/Next - The green Submit button will save the form, upload the document and move it to the Manage stage.
- Create a related item -Select the appropriate register to create a related/linked item. Upon submitting the form, a new item will be generated in the chosen register. The platform will then display a link connecting the two items in the System event history.
System event history
The System event history is a chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
Click the '+' control on the right to expand the line item to see more information.
