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Approval task execution (Route)

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This topic will cover how to execute an approval task.

 

Approval tasks are found in the following locations, according to their step:

▪My Tasks Document approval

▪Execution Revalidation approval

▪My Tasks Revalidation approval

▪Execution Revalidation approval

 

How to execute an approval:

1.In the list of pending records, locate and select the pending approval.

 

2.After that, click on the button on the toolbar.

 

3.In the Approved field on the screen that will be opened, select the "Yes" option to approve the revalidation/document. The following tabs may also be available:

Checklist

This tab will only be displayed if the responsibility route member who is performing the approval has an associated checklist. It is intended to help the person responsible for the approval or rejection of the document. In order to answer the questions, select the desired option: Yes, No or N/A. The answers may have already been selected by the system according to the standard defined when recording the checklist. Moreover, filling in the Comments fields may be mandatory or not, also according to the configurations established when creating the checklist.

 

Comment

Use this field to record important information regarding the document approval. If the document is rejected, filling out this tab will be mandatory. In that case, you must enter an explanation for rejecting it.

 

Route

This tab will only be displayed if the "Edit the approval flow?" option was checked at the moment of defining the responsibility route member that is executing the approval. In it, it is possible to edit the flow of the members responsible for the document approval. To do that, in the toolbar placed next to the list of records, use the following buttons:

Allows adding a new user responsible for the approval. Refer to the Configuring a responsibility route section to obtain a detailed description on how to perform this operation. Note that by adding a new responsible user to a route associated with the document approval, this inclusion will not be replicated to the route record made by the Configuration Responsibility route menu.

Click on this button to edit the data of the responsible for approval selected in the list of records.

Click on this button to delete the responsible for approval selected in the list of records.

Click on this button to identify the approval status (AS column), i.e., the action that was taken by the members of the responsibility route.

 

4.After filling the fields above, save the record. If the document/revalidation is:

Approved:

•Approval: The document will be released.

•Indexing: It will become the current revalidation for the document.

Rejected:

•Approval: the document will be sent to the indexing step again, so that the responsible users execute it one more time.

•Indexing: The document will be sent again to issue (Management Revalidation or My tasks Execution Document due date), so that the responsible users set a new validity configuration for the document. In this case, an e-mail will be sent to the user who executed the approval, informing them of the rejection.

 

▪Those members who have already approved the document cannot be added, edited or deleted.

▪If the "Require digital signature" option is checked during the configuration of the approval responsibility route, in order to successfully execute the approval, it is necessary for all of the document's electronic files to be digitally signed.