Tips and Tricks
Working With In-Drafting Styles
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How To Search For Documents In Prompt
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Smart Art text not formatting correctly after Prompt converts it to PDF
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How to configure a Submission Process
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The Details Tab
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How To Edit Your Organisation
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Configuring Documents Reviews
How to assign Standards, Legislation, Executive Sponsors and Risk Rating
How to Configure Azure AD SSO
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In-Drafting
In-Drafting Guide
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In-Drafting Overview
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Managing Co-Authors
"Download Failed" error in the drafting tool
Where to access Prompt Drafting Plugins
User Management
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Prompt Roles and Permissions
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How to change my profile picture
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Add New User: Email address is already in use
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New Client Migration
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Frequently Asked Questions
Why is MFA not working on my phone app?
Why is the PDF Document Title Displayed Incorrectly and How Can I Change It?
Business Continuity Plan/DR - Prompt suggestion
What Footer Tags are available in Prompt?
What happens to documents when In-Drafting is turned off?
How do I search for other organisations documents?
Prompt Terms and Definitions
How to make documents go to the Submissions tab instead of the Approvals Tab
Password Reset / Expiry
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Incorrect / Missing Font in converted PDF file
Who is Lucas Victoria?
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Checking-in a Document - Where does my document go when I check it in?
How to assign my Prompt Admin role to another user?
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Email - Auto-generated email notification signature - I don't want my name on them
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The Recommended Browser
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Single Sign On Frequently Asked Questions
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Chrome settings - How to change to enhance Prompt usability?
Is there a cost for PROMPT?
Request a document version
Approving a Document - Why can't I see the document I need to approve in the Home Tab?
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User Permissions - How do I add or change user permissions?
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Prompt Documents Support Hours
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Notification that you will be logged out
Document Review Date - Why can't I change the Review Date when checking in a document?
Bulk Move Documents - How do I bulk move documents?
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Audit - Full audit does not show full history of document
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Working Offsite - Why does anonymous user link go to log-in page
Document ID - Why have my document IDs changed in the new Prompt?
Is PROMPT endorsed by the Department of Health?
Log-in Screen - Why do I get the log-in screen when I click on the anonymous user link?
Document Management
How to create fillable PDF forms
How to Reactivate a Disabled/Deleted Document
How to Keep a Document Private
How to Copy a Document Link
Assigning Standards or Legislations
How to change a Document's Location, Document Type or Sponsor
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How to search for a document
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How document versions work
How to Check-In a document
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Document Search Settings for Anonymous Users
How to add/edit Document Types
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How to access the Document Information
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Document Processing Failures
How to embed Footer Tags into a document
How to invite Document Co-Authors
How to Request a Document
How to customise my forms
How to insert Hyperlinks into Prompt documents
How to download All Documents
Remove and Reinstate Document Review Requirement
How to set a Document Review window for responses
How to Disable/Archive a Document
How to Link Documents and Create Alerts
How to Create a New Document
How to re-upload a Failed Document
Prompt Implementation
Reports
- All Categories
- Organisation Setup
- How to configure a Submission Process
How to configure a Submission Process
Updated
by Prompt Support
The Submission process is an additional layer on the approval process, that includes a custom form to be completed when checking in a document and a custom checklist for when publishing a document.
Submissions will replace the check-in process every time a new document version is checked-in and the Document Author will have to complete the submission form before submission is complete.
When this document is sent to the approval process if the approver has the Publisher role it must complete the submission checklist before approving the document.
To enable the submission process go to Admin -> Manage Organisations and select Edit at the name of your organisation.

Go to the Submission Process tab and Enable Submissions. This will also enable approvals, as the submission process requires an approval process in place.

Once enabled, you can go to the Form tab and create your submission form, to the Checklist tab to create your submission checklist, and to the Document Author Form tab to create the DA Form.
They can both be disabled individually,
- If the Form is disabled only the checklist and the consultation will be available to approvers,
- If the Checklist is disabled it won't be visible to Publishers.
- If the Document Author Form is disabled it won't be visible to Document Authors.
- If ALL are disabled, it is the same as disabling the submission process, it is advised to have at least one enabled if your organisation wishes to use the submission process.
Note: These forms will be used in all submissions, they won't differentiate approval processes and sections.

Considerations on the Form's visibility
The Approval Process in Prompt is set in a way that prioritises the location setup in order:
Document Type
Section
Department
Organisation
When the Approval Process on any relevant Location is set to None/No Approval, forms are not displayed to be filled out during the Create Document/Check-In procedures or on the Forms page after Check-In.
Examples: (Form is activated)
Scenario 1
The Document Type is set to None:

During document creation, the Other Question tab will not be present for the form to be filled out:

Scenario 2
The Document Type, Department, and Section are all set to Default but the Organisation Default Process is set to None:

During document creation, the Other Question tab will not be present for the forms to be filled out as well.
Scenario 3
The Document Type and Department/Section are set to Default, and the Organisation Default Process is set to Publish. During document creation, the Other Question tab will be present for the form to be filled out.

After checking in, the form information will be accessible on the Form tab of the Document Information window, and selecting View Form will display the completed form:

Form builder instructions
To add a new question, select the element you wish to add and drag it to the form.

The element will be added between the existing elements in the form.

You can select the three lines icon at the left to reorder questions in a form.

To Remove an unwanted question, you can use the trash can icon.

You can mark a question as Mandatory by enabling the Required slider. When enabled this question has to be answered when submitting this form.

- Section: a section is a group of questions, a form can have multiple sections.
- Single Line: it's a type of question that requires an answer in a single line.

- Text Area: it's a type of question that requires an answer that can be a short text with multiple lines.

- Date: it's a type of question that requires a date as an answer

- Radio: the radio element provides multiple choices but only one can be chosen.

To add new options to a radio question, select the Add Option button, to delete an option select the Trash can icon on the right side of the unwanted option.

- Checklist: It's a series of multiple boxes that can be checked to review something, more than one box can be checked in each checklist component, if mandatory, at least one box must be checked.

To add new options to a checklist, select the Add Option button, to delete an option select the Trash can icon at the right side of the unwanted option.


Example Form:
