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Quick Start Guide: Approving a Document

Next, log back onto your account, you will notice that there is a counter at the top next to your profile picture. These are your notifications. It will contain a notification for your approval for the document. Click on the notification to see the documents that require your approval. In this case, you will see the document you have just added. This document requires approval from you and the Approver account you added to the Project Manager user group. All the users in the group must approve this document before other users can access it on their dashboard. Approve this document by following the steps below:

  1. Locate documents that require your approval by doing one of the following:
    1. Click on the notification counternext to the profile picture
    2. Click on the ‘Pending My Approval’ Quick Filter
  2. Find the document you want to approve.
  3. Click on “I” icon to view extra detail. Click on top right icon to go to the view document details page.
  4. Click the “Approve “ or “Reject” button corresponding to your choke.
  5. Review the document by either:
    1. Click on ‘View’ to download in PDF format
    2. Click on ‘Download Original’ to download the original format
  6. Optional: You can add as many comments as you want for your approval or rejection.
  7. Choose ‘Approve’

Document Approval for Posting

 

After all approvers have approved the document, it is accessible from the dashboard by users with Read access. If you log onto the Viewer account, you can now select the document group and download the document in PDF format.

There are added benefits from distributing the members of your project into roles defined by user groups. If you wanted to remove a user’s access permissions, you can remove them from the user group instead of updating their permissions for each document. If someone leaves the project, instead of removing them from every document group and document, you simply have to remove them from a user group.

Quick Start Guide: Revising a Document

Suppose your Writer wanted to make revisions to the document you just approved. Log into the Writer account and check-out the document to make those changes. Follow the steps below to check-out a document and revise it.

  1. If you are the document owner you can checkout and revise documents
  2. Locate the document you recently approved from the dashboard
  3. Click on ‘Checkout’
  4. Select ‘OK’ from the popup to confirm the checkout and download the document

Because this is the first revision of the document, you will download a copy of the original uploaded file. If the document was revised before, you would have downloaded the previous checked in copy of the file. This allows owners to download the editable version of the document instead of a PDF. Open and edit the file with your word processor, in this case I used Microsoft Word. Once you have finished and saved your revisions, follow the steps below to check-in your document.

  1. Locate the document you checked out on the dashboard by selecting ‘My Checkouts’ from Quick Filters
  2. Locate the document you recently checked out form the dashboard
  3. Click ‘Check-in’. The browser will be directed to Check-in Document Page.
  4. Click ‘Add File’Document Revision System
  5. Select the revised file from the local drive to upload.
  6. Choose the revision type.
    1. Major – increments the revision number to the next whole integer (i.e. 1.4 to 2.0)
    2. Minor – increments the revision number by a point (i.e. 1.2 to 1.3)
  7. Leave a message for the approver regarding the new document using the Check-in Message textbox

Click on My Starting Project from the document tree to find both versions of the document on the dashboard. However, only version 1.0 has been approved whereas the checked-in version is currently a draft. The checked in version needs to be approved. Click on ‘Request Approval’ to notify the document approvers of the revision. If you log into your administrator and Approver accounts, they will each receive a notification regarding the approval of the revision. Once both accounts approve the revision, the new version will be available in PDF format for all users.

 

 

Quick Start Guide: Retiring a Document

Now that we have learned how to upload, approve, and revise a document we will cover how to retire a document that is outdated or no longer needed. We will retire the first document we uploaded into DocControl. You must have a User or Administrator account type to request the retirement of a document. Follow the steps below to retire a document.

Retiring a Document

  1. Click on My Starting Projectfrom the document tree
  2. Locate and select the document you want to retire.
  3. Click on ‘Request Retirement’ from the document properties bar
  4. You will be asked to specify the retirement reason.
  5. Click ‘Request Retirement’ to confirm the request.

Document Removal

A retirement request will be sent to both the approvers we assigned. They must review and approve this request before the document is retired. If a document is retired it will no longer be accessible from the dashboard. Only administrators can access retired documents through the ‘Document Archive’ or ‘Retired Documents’ report. A retired document is no longer part of the document group. If the document approvers reject the retirement request, the document will still be accessible from the dashboard.

 

More questions?

You can ask questions by emailing support@DocControl.com.

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