The Submission Process Tab

Prompt Support Updated by Prompt Support

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Submission Process

Approval processes help your organisation with document management. If this feature is enabled, when a new document is added or, an existing document is checked-in, the document will be reviewed by an approval process defined by your organisation before it is published into Prompt. Approvers have the authority to approve or reject a document for publishing into Prompt.

An organisation may have more than one approval process enabled and each process is assigned to an individual department or section. There is also an option for disabling approvals for each department or section providing you with greater control and flexibility of who approves and when the document requires approval.

Enable Approvals

To enable, select the submission process tab and choose enable approvals.

Approval Notifications

You have the ability to set the default frequency of approval notifications for your organisation. Each user who is a delegated approver may request to override the default notification settings and set their preferred notification frequency via manage users > edit user > user rights + override approval notifications ON

APPROVALS IMMEDIATELY
This will send an email immediately to the approver. The notifications are sent to the delegated approver (s) only, not all staff in the organisation with an approval role.
AS A WEEKLY SUMMARY EMAIL
This option will allow you to choose to send a weekly summary email of all documents pending approval to each approver.
Important Note: Both options may be chosen simultaneously. This will result in approvers receiving two (2) notifications - one when each document is sent to the approval process and two, a weekly summary with all approvals pending.

Prompt allows the creation of approval reminders to send additional email notifications to remind a user to approve a document that remains pending.

MAXIMUM APPROVAL TURN AROUND
This sets the number of days the user will receive the first approval reminder notification.
RECURRENT REMINDER
Sets the frequency of days the user will keep receiving new approval reminder notifications until the document is finally approved.

Setup Approval Roles

An approval role is assigned to a user in a specific location (organisation, department or section) at the user permissions tree. All users with an approval role will be able to approve documents in the section they were assigned if the section is configured with the same approval process.

Prompt has two built-in approval roles - publisher and executive sponsor. You have the ability to customise these approval roles.

To setup an approval role:

  1. Select add new role
  2. Type in a logical name for your approval role and a description as a reminder of the objective of the role
  3. Once completed, choose save to create your custom approval role

  1. To remove an existing approval role, select delete.
  1. The executive sponsor is a special approval role that is an in-built role that is available in the admin and documents tags page. When a document is tagged with an executive sponsor (provided that the document is in a section that has an approval process that requires the approval of an executive sponsor), users with the executive sponsor permission must approve the document. If a document without an executive sponsor tagged is added to a section with an approval role that requires an executive sponsor to approve, the approval step is skipped.

Setup An Approval Process

  1. To create an approval process to be associated with approval roles, select add new approval process.
  1. A new window will open for you to enter your approval process name and provide a brief description as a reminder of the objective of that role.
  1. Select add approver to assign a new approval role to the approval process you have just created. An approval process may have a maximum of five (5) users.
  2. If you add an approver in error, you may remove the approver by select delete.
  3. Once completed, select save approval process.
  4. Once your approval process has been created, it is possible to assign an approval process as the default to your organisation. Every department and section in your organisational setup will use this default value. (It is possible to edit each section individually to assign different approval processes.

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