Settings on the DocLists tab determine which groups are responsible for approving and reviewing a document, and in what order, as well as which users will be notified of revisions via an email action. Approvals or reviews that are required to occur in a specific order are known as Serial Approvals or Serial Reviews.
When a document is first created, a default processing path is inherited from the Folder Properties- DocLists tab of the first parent folder, but with the necessary Permissions you can change these settings. When editing a DocList, make sure that you include at least one user with the Document Manager permission as an approver, or the editor will not be able to successfully release the document for approval.
Change Review, Approval and Notify Lists
| 1. | In the personnel tree below the Review, Approve and Notify Lists table, place a check by the groups you want to add to the DocList. If you wish |
| 2. | Click Add Users/Groups. |
| 3. | The personnel you selected appear in the Review, Approval and Notify Lists table. Assign each user or group to approve, review, or be notified of document revisions by selecting Yes for that user from the drop down menus in each column. To define an order for your approval and review lists, select Yes (1) for the first approver/reviewer, Yes(2) for the second, and so on. If you assign an entire group to approve or review, each member will receive the task at the same time. |
| 4. | To remove any users or groups, click Remove. |
| 5. | Click Save Changes to confirm, or Cancel to start over from the last saved state. |
View Generated Lists
The buttons shown here appear below Save Changes on every DocList tab. Click the appropriate link to generate a list of personnel who must approve, review, or be notified of document revisions, with blue arrows indicating the order of serial approvals or reviews. In this example, all of the users in the top level of the list will receive the document for approval at the same time. Also, please note that if the Person Must Be in Approval List setting on the Folder Properties- General tab requires a user to approve all documents in the folder, his or her name is included in this list.
