You can send a file to other users for information or approval. For example, you may need the employees to review instructions and internal orders, or a manager to approve a statement of work or presentation.
You can send a file to several colleagues at once. Each of them will be tasked with reviewing or approving the document. A list of informed users or an approval sheet will be automatically generated on the file page, where the decisions of all users will be displayed.
Please note that a certain version of the file is sent for information or approval. If any employee adds a new version of the file before the process is complete, it will be interrupted. All participants will be notified and the list of informed users or approval sheet will be archived.
After all employees have completed the task, you can add a new version of the file and send it for information or approval again.
Information
To send a file for information, follow these steps:
- At the top of the page, click the Send button and select For information.
- In the opened window, fill in the fields:
- Add recipients.
- Select the information type:
- With confirmation. Enabled by default. Recipients will get a review task where they can read the file. On the file view page, on the sidebar, the List of informed users block will appear.
- Notify only. Selected users will get a notification with the file link in their #Activity stream. No list of informed users is generated.
- Set a deadline and leave a comment.
- Click Send.
On the file view page or task, in the List of informed users, the performers who have been tasked to review the file are displayed. Until the employee completes the task, a question mark is displayed next to their name. When reviewing the file, the user can leave a comment and attach a file. These data will be added to the list of informed users.
Additionally, in the list, you can:
- View the original and current assignees if the task was reassigned manually or automatically via substitution. To find out the reason for the assignee change, hover over the arrow between the employee names.
- View a list of users who have already made a decision or are still reviewing the task. This sorting is available when sending a file to multiple employees. To do this, click All users and select a filter.
- Download the list to your computer by clicking:
- The
icon for the .xlsx file. - The
icon for the .pdf file.
- The
Approval
To send a file for approval:
- Click the Send button icon and select For approval.
- In the opened window, configure:
- Select users who will get a task for file approval. If you specify several employees, you see additional options to set the approval logic.
- Select the approval type:
- Parallel. The file is sent simultaneously to all employees specified in the Approvers* field. Select this option if the approval sequence is not important.
- Sequential. The employees receive the file for approval in the sequence in which the Approvers* field was filled out. Once one employee makes a resolution, the task of approval will be assigned to the next one.
- Determine the behavior of the system when the first rejection occurs:
- Interrupt. The process will be interrupted and a Rejected resolution will appear on the file view page or approval task .
- Continue. The process will continue, but a Rejected resolution will still be issued.
- Specify the date by which the approval task needs to be completed and add a comment.
- Click Send.
After that:
- A notification will be sent to the #Activity stream of all approvers that a task has been assigned.
- The approver will receive an email notification about the task if the option to approve via email is enabled in their profile. In the email, they will be able to review the document and make a decision without going to BRIX.
- An assigned task will be displayed in the approver’s calendar if it has a limited deadline and the option to create an event is enabled in the user profile.
Once the task is set, the Approval Sheet section will appear on the right panel of the file preview page. In it, you will see a list of people reviewing the file and their resolutions. If the user leaves a comment or attaches a file during the approval, they will also be displayed in the sheet. Until an employee makes a decision, a clock icon will be displayed next to their name. Once the file approval process is complete, you will see the final resolution in the right sidebar.
Furthermore, in the sheet you can:
- View the original and current assignees if the task was reassigned manually or automatically via substitution. To find out the reason for the assignee change, hover over the arrow between the employee names.
- View a list of users who have already made a decision or are still reviewing the task. This sorting is available when sending a file to multiple employees. To do this, click All users and select a filter.
- Download the sheet to your computer by clicking:
- The icon for the .xlsx file.
- The icon for the .pdf file.
- The
Archive of lists of informed users and approval sheets
A certain version of a file is sent for information or approval. When one of the employees adds a new version, the current list of informed users or approval sheet is archived. The archive is available to all users and is displayed in the panel to the right of the file.
Users with access rights to edit a file can restore the approval sheets from the archive. Let’s look at an example of when this might be needed.
An employee sends a file for approval. The approver reviews it and adds comments, and then uploads a new version. In this case, the sheet will go to the Archive. To complete the approval, you need to unarchive the sheet and then make a decision. Otherwise, when trying to complete the task, the approver will see a message about the interrupted process. The sheet will display the Rejected status.
To make a sheet active, select Archive to the right of the file and click the arrow icon next to the sheet name. You can then finalize the approval and complete the task.
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