Request authorization

When a document is ready to be authorized, an authorization request is sent to the assigned authorizers. Authorizers will be notified by Email, in order of sequence. When a document has been signed off by every assigned authorizer then it can be promoted to a master copy and released to users.

Note: If one or more users do not have access to any of the documents that you are requesting authorization for, you will not be able to proceed. A dialog will list which users do not have access to which documents; you can either remove them from the list of authorizers, or seek to provide access for these users.

1.From the Documents menu choose Document Registry.

2.Find the document that you want to request authorization for.

3.Select the file(s) and from the Manage menu choose Authorization and then Request.

4.Specify the following options:

Date to be authorized by is the date in which the authorization should be completed by.

Scope is the scope of documents to request authorization for.

Selected Documents will request authorization for files that you have selected, which are highlighted.

All Documents will request authorization for all documents in the Document Registry (assuming a file has at least one assigned authorizer).

Additional Notes allows any supporting notes to be added to the request, which will appear in the email that is sent to the authorizers.

5.Click Next to continue.

Reminders and escalation options

Email and SMS notifications can be sent to users to remind them about an upcoming or overdue To-do item. An escalation date can also be set which will send an email notification to users' line managers if they fail to action a particular To-do item. Default notification and escalation options are defined in the system options. If you have the privileges to do so, you can modify these settings for individual actions requests before submitting them.

6.Specify any of the following options (if available):

Enable email reminders will send reminder emails to assigned authorizers until they have signed the document(s) off.

Enable SMS reminders will send reminder SMS messages to assigned authorizers until they have signed the document(s) off.

Reminders to be sent every is the frequency of days in which email and SMS reminders are sent.

Start sending reminders x days before item is overdue is the number of days to start sending email and SMS reminders prior to the due date (set this option to '0' if you only want to remind users after the due date has passed).

Enable escalations will escalate an overdue request by notifying users' line managers by email.

Escalate after is the number of days after the due date has passed before notifying users' line managers.

7.Click OK.