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.