Review and approve documents and plans
When a new document or plan has been forwarded for review, you will receive a message from the system, and you can open the document or plan directly using the link in this message.
In addition, all documents and plans that are pending review can be found in the "Workflow Documents" or "Workflow Plans" view. New unopened containers can also be recognized by the red banner on the container icon and are always listed at the top of the view.
To review a document or plan using workflow:
- You will be informed by e-mail about new documents that are due for review. Open the document or plan and click the Editto switch to edit mode.
- Check the file attachments that you have received with the document for review.
- As a reviewer, you have full access to the document and can therefore edit the name of the document, the filing folders, the keywording, and the authorized persons. It is also possible to edit the file forwarded for review, and further attachments such as sketches or technical data sheets can also be uploaded.
- In the "Workflow“ In edit mode, a text field is available in which texts relevant to the check can be entered. Exam-relevant files can be added to the existing Attachments.
- There are 2 or three options available for testing, depending on the configuration. A click on the button with the green hook sets the status of the container to "Released". If necessary, an organizational note can be entered in the text area.
Clicking on the button with the yellow tick sets the status of the container to "Conditionally Released". The required changes can be described in the text area or a reference to an uploaded attachment with the details can be made. The container has been released with the specified changes.
Clicking on the button with the red cross sets the status of the container to "Rejected". The required changes can be described in the text area or a reference to an uploaded attachment with the details can be made. The contents of the container have been rejected, the data must be revised and reuploaded for a new check. With this option, the workflow is canceled, the other reviewers and the creator of the document are informed about the status by e-mail. - Close the processing of the container by clicking on the "Save & Complete Verification Step". The selected inspection option is processed by the system and the next inspectors are informed by e-mail.
The Permission section shows the current access for people and groups in color. People and groups with blue icons have read access, while red icons do not have access in the current workflow step. Workflow reviewers are marked with green icons and have full access rights while editing their review step, which allows the entire document to be edited. This allows workflow reviewers to make changes to the authorization in the course of the check, in addition to the designation and filing, if, for example, important readers are missing.
In the text field of the inspection section, information related to the inspection can be en-tered. Associated attachments must be uploaded directly to the "Attachments" area and are structured there according to the creator. All recorded information and attachments are documented in the workflow container and can be retrieved later at any time. All subsequent reviewers can also access the added information and attachments in read mode.
If a plan has been released by means of standard approval, any notes or conditions in the text field are invalid! The creator of the plan is not informed of the conditions recorded and the plan is immediately visible to all registered readers after approval and can no longer be edited by the creator.