Approve Document

Approving Documents

Project on Demand has the ability to Approve Documents. Approving a Document is performed in order to gain the authority from relevant Project Stakeholders to baseline the Document.

When a Document has been sent out for Approval it is locked to standard editing, Edit Mode will be disabled and only View Mode will be accessible from the Phase Progression.

Once all the Document Approval requests have been completed the Document will be set to a Status of Approved or Rejected depending on the responses and Edit Mode will be available again.

Edit Mode will now contain the comments submitted by the Approvers and a feature at the top right of the Document will enable the user to scroll through comments from different Approvers by clicking the and buttons.

Approval Management

Approval Management is where the Approval procedure for a Document can be managed, it can be accessed by interacting with the associated Goal on the Phase Progression or in the Project Management Processes Tool.

Clicking the associated Goal will display a context menu with the Open Approval Management option, selecting it will display the Approval Management child window.

Send for Approval

Clicking on the Approval button will flip the child window to display the Approval Setup.

The Approval Setup will display a list of possible recipients of the Approval request. The list is populated with Stakeholders who possess the Approver Permission and who have not yet been sent an Approval request for the associated Document. Recipients can be selected by checking the corresponding checkbox in the Send column, alternatively all displayed recipients can be selected by clicking the Check All button at the bottom of the child window.

A "Requested Approval Completion Date" can be selected from the calendar, this value will set the Review Date and Due Date properties of the "Internal Action" that is generated by the application for the Document Approval.

Once the recipients have been selected and a requested date set the Document can be sent out for Approval to the selected Users by clicking the Send button. Upon successful completion the child window will close, an "Internal Action" will be created for the selected recipients and a success message will display at the bottom of the application. An email will be sent to all recipients notifying them they have an outstanding Document Approval Action to complete.

If the Cancel button is clicked the child window will flip back around to display Approval Management.

Note: Further requests can be sent out even after the initial Approval request(s) has been created.

Send Approval Reminder

Clicking on the Remind button will flip the child window to display the Approval Reminder Setup.

The Approval Reminder Setup will display a list of possible recipients of the Approval Reminder. The list is populated with Stakeholders who possess the Approver Permission who have already been sent an Approval request for this Document but have not yet submitted a response. Recipients can be selected by checking the corresponding checkbox in the Send column, alternatively all displayed recipients can be selected by clicking the Check All button at the bottom of the child window.

A "Requested Approval Completion Date" can be selected from the calendar, this value will modify the Review Date and Due Date properties of the existing "Internal Actions" that were generated by the application for the Document Approval.

Once the recipients have been selected and a requested date set the Document Approval Reminder can be sent to the selected Users by clicking the Send button. Upon successful completion the child window will close, any associated "Internal Actions" will be modified for the selected recipients and a success message will display at the bottom of the application. An email will be sent to all recipients reminding them they have an outstanding Document Approval Action to complete.

If the Cancel button is clicked the child window will flip back around to display Approval Management.

Removing Approval Responses

Once a Document has been sent out for Approval, the responses of the Approvers it was sent to are displayed in a list within the Approval Management child window.

Individual responses can be removed, thus canceling the Approval request for that User. Clicking on the button will display a removal confirmation window. If Cancel is clicked the confirmation window will close and the Document Approval response will not be removed. If Yes is clicked the selected Document Approval response will be removed and a successful removal message will be displayed at the bottom of the child window.

If all Approval responses are removed the Document's Status will be set back to In Progress as it will be no longer Awaiting Approval Response's.

Approve Mode

Approvers that have been sent a Document Approval request will be able to access Approve Mode via the "Internal Action" generated by the application displayed in the Users Pending Actions on their Project Dashboard. The Pending Action can be Executed by selecting the Action and clicking the Execute button or double clicking the Action itself in the DataGrid.

In Approve Mode all standard Document editing features are disabled like in View Mode.

At the bottom center of the Document there will be a text field in order to record any Approval comments the Approver may have, and a button to either Approve or Reject the Document.

Any changes made to the text field can be saved manually by clicking the Save button at the bottom of the Document. Navigating to different tabs or opening child windows will also trigger a save for any changes made.

Clicking Cancel button will reverse any changes made.

Once all necessary comments have been made the Approve or Reject button can be clicked to complete the Approval request.