In BRIX, you can send files and documents added to app items for approval or information to your coworkers.
This article describes the preconfigured information and approval routes that can be used to send an app item from its page.
You can also create a custom document business process and customize the route, for example, generate files using a template, generate a package of documents, and then register them. To learn more about creating an automated route, see How to configure a document route.
Начало примечание
Related articles:
- Information and approval tasks. Learn what information and approval task pages contain and how to complete these tasks.
- Lists of informed users and approval sheets. Learn where to view information and approval statuses.
Конец примечание
Send for information
Suppose that regulations, orders, and instructions are stored in one app. New employees must review these documents when they join the company. The manager provides HR with information confirming that the documents have been reviewed.
In BRIX, you can send documents stored in app items to users for information. A list of informed users is generated to record information about all employees who have read the document.
A specific document version is sent for information. If the document is changed while a process instance is running, the current list can be archived. To do this, the administrator configures the archiving settings for lists of informed users in the app. These settings determine which document properties users can edit during the process.
If the list is archived and an employee completes the information task, the process will be interrupted. The status Canceled will appear next to the list on the document page. Since an archived list of informed users cannot be restored, the document process must be started again.
Send a document for information
- Open the document page. In the upper-right corner, click Send and select For information.
- In the window that opens, configure the settings:
- Specify the recipients.
- Select the information type:
- With confirmation. This option is enabled by default. Recipients receive an information task where they can view the document. Informed Users list will be added to the sidebar on the document page.
- Notify only. The selected users receive a notification in #Activity stream with a link to the file or document. The list of informed users is not generated.
- Set a view before date and add a comment.
- Click Send.
Send for approval
This option is useful when company policy requires a manager or senior employee to approve a document before it is put into use or sent to a customer. For example, an account manager may need to have an invoice approved by the department head before sending it to a customer. All information about the approvers and their resolutions is recorded on the document page.
A specific document version is sent for approval. Process participants can track document changes and check whether the current approval sheet is up to date. To do this, the administrator configures archiving settings for approval sheets in the app. These settings determine which document properties can be edited without archiving the approval sheet.
An archived sheet is no longer valid. To continue the approval process, a user with permission to edit the document must restore the sheet from the archive. Otherwise, the process will be interrupted when an employee issues a resolution in the task. The status Canceled will appear next to the approval sheet on the document page.
Send a document for approval
- Open the document page. In the upper-right corner, click Send and select For approval.
- In the window that opens, configure the settings:
- Select the employees who will receive a task to approve the document. If you select multiple approvers, additional options appear below to let you define the approval sequence.
- Select the approval type:
- Parallel. The document is sent to all employees specified in the Approvers*. Select this option if the order of approval does not matter.
- Sequential. Employees receive the document in the order in which they are listed in the Approvers*. Once one employee issues a resolution, the next employee receives the approval task.
- Choose what happens when the first rejection occurs:
- Interrupt. The process stops, and the document receives the Rejected status.
- Continue. The process continues, but the resolution is still recorded as Rejected;
- Set an approval due date and add a comment.
- Click Send.
After the document is sent:
- A section with lists of informed users and approval sheets will appear in the right-hand panel of the document view page.
- Assignees receive information and approval tasks.