Approval document

Available in: Keywording dialog box > Options tab

In the Keywording dialog box, a document can be turned into an approval document.

The user must have the Author for approval documents right.

To turn a document into an approval document, proceed as follows:

1. Select the document and open the keywording form.

2. Click the Options tab.

3. Select the Approval document option.

4. Save the setting and click OK.

Information: The Approval document function should primarily be used for workflows. This is the best-suited use for certain approval scenarios.

Two attributes separate an approval document from a normal document.

• After editing, a new version is created when checking in a document. The version is not automatically set as the working version.
• When editing an approval document, the users are asked whether they would like to edit and open the working version, or optionally the newest document version – the approval version.

Opening and editing a new approval document

Requirement: The document is marked as an approval document. The user has the Author for approval documents right.

1. To edit the document, open it via the Check out and edit button.

The Check out and edit dialog box appears.

Information: The document is marked as checked out for all users.

2. Choose the version that you want to edit from the list of document versions.

3. Click OK.

The document version is opened for editing.

4. Edit the document and save it after completing the changes.

5. Check in the document.

A new document version is created and displayed as a new version in the document history.

The new document version is not automatically turned into the working version.

The document lock is removed.