Approval procedure

Content of this article

• Create an approval procedure

• Approve or reject files

Create an approval procedure

Purpose

Create am approval procedure.

Background

An approval procedure can be set up on projects where you wish to have extra focus on quality assurance of specific types of documents shared in the projectweb. 

From a technical standpoint, an approval procedure is set up as a "fence" around specific document lists in the Distribution space. If a file is published to such a document list, it will first be placed in a filter/list, which certain users must "Reject" or "Approve".

Besides that the filename is unique for the projectweb, the revision number will also be unique in case of a approval procedure. This means, that if a user publishes a new fileversion, it MUST contain a bigger "revision litra". 

It is thereby important that the construction management team agrees on how the revision litra is indicated on the files, and how these are controlled with care before a file is approved. Beneath is some examples of revision litra, and how the projectweb handles them

• 0, 1, 2, 3, 4, 5, 6 (…) 9, 10, 11, 12 …
• A, B, C, D (…) Z, AA, AB, AC, …
• A, B, C, D (…) Z, a, b, c, …
• A1, A2, A3, B1, B2, C1, C2, C3, C4, …
• A.1, A.2, A.3, B.1, B.2, C.1, C.2, C.3, C.4, …

Things you should be aware of

• You must be administrator to be able to create an approval procedure.
• Remember to check the revision number, since the approval of this blocks approval of new file versions with same revision. 
• You can add more users to approve files, and you can choose if it is enough that one of the users approve, or if all is required to approve.

How to

1. Go to the module "Project administration"
2. Click on the tab "Approval procedure" by using the sidemenu to the left
3. Click on the function "Create approval procedure" be using the top toolbar
4. Enter a name, select "Approvers" and which order the approval must be made in, as well as which document list it should apply to

Approve or reject file versions

Purpose

Approve or reject file versions to the Publication space

Background

If you as a user has been assigned the role as approver, you will receive a notification as e-mail when files awaits approval. You will then be able to approve or reject the file.

Things you should be aware of

• Remember to check the revision number, since approval of the file blocks approval of new file versions with the same revision.
• Be aware that it is possible there are multiple users that are required to approve before a file can be published.

How to

1. Go to the module "Publication space"
2. Choose the filter "Awaits approval" through the panel to the left
3. Mark one file
4. Right-click on the file and choose "Approve or reject file versions"
5. Approve og reject the file