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Configuring Document approval templates
Who is this article for?Users responsible for administering Document records.
Documents Administration permissions are required.
Templates are a great way to create standardised records across the module. They apply a preset approver list to a Document, reducing the likelihood of users being left out of the approval process, in turn increasing the accuracy of the Documents in the system.
This article shows you where you can configure approval templates.
1. Accessing templates
To access approval templates:
- Access the Documents module.
- Select Administration.
- Choose Approval Templates.
You will be taken to a list of existing templates on your system.
2. Creating a template
To create an approval template:
- Access approval templates.
- Open the Actions menu.
- Click New.
- Enter a Title.
- Add a Description.
- Click OK.
You will be taken to a new page where you can start configuring your template.
3. Configuring a template
There are several elements you can configure that will automatically apply when a record uses the template.
3.1. Approvers
These are the approvers that will be applied to this record when it's submitted for approval.
To add approvers:
- Click Add Approver.
- Tick relevant users.
- Click OK.
- Click Save (Tick icon).
You can use the Edit Workflow option to rearrange the approvers in a hierarchical order.
3.2. Associated Document Types
Associated Document Types automatically apply the approval template to a record if the set type is selected during draft creation.
To set associated types:
- Click Assign Document Type(s).
- Tick relevant types.
- Click OK.
3.3. Actions
Ticking the box adds the set actions to a record when a draft is created.
To add actions:
- Click Add Actions.
- Assign an Owner.
- Set a Target Date Duration.
- Add Details.
- Click OK.
1. Accessing templates
To access approval templates:
- Access the Documents module.
- Click Edit.
- Choose Approval Templates....
You will be taken to a list of existing templates on your system.
2. Creating a template
To create a Documents template:
- Access approval templates.
- Open the New menu.
- Click Approval Template....
- Enter a Title.
- Add a Description.
- Configure the template.
- Click OK.
3. Configuring a template
There are several elements you can configure that will automatically apply when a record uses the template.
3.1. Approvers
These are the approvers that will be applied to this record when it's submitted for approval.
To add approvers:
- Click Add Approver.
- Highlight relevant users.
- Click OK.
- Click Save.
You can use the View/Edit Approval Workflow option to rearrange the approvers in a hierarchical order.
3.2. Associated Document Types
Associated Document Types automatically apply the approval template to a record if the set type is selected during draft creation.
To set associated types:
- Click Edit.
- Move relevant types to the left.
- Click OK.
3.3. Actions
Ticking the box adds the set actions to a record when a draft is created.
To add actions:
- Click Add Actions.
- Assign an Owner.
- Set a Target Date Duration.
- Add Details.
- Click OK.