How to configure Document Author Submissions

Prompt Support Updated by Prompt Support

Permissions Required: Prompt Admin
Within Prompt DA refers to Document Author

To enable the submission process go to Admin -> Manage Organisations and select Edit at the name of your organisation. 

Under the Submission Process tab you can configure the Submission Process.

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 allow a document author to submit their final draft for approval. The submission process includes all section approvals and a checklist for the publisher highlighting collaborators and previous approvals.

To enable submissions you must have approvals enabled and an approval process in place. You can learn how to set up an approval process in the How to setup An Approval Process.
  1. Document Author Submissions on – Anyone with Document Author rights can submit a document into Prompt (Submit button, not Check in button).

Once submitted the document will be active and available to all users. They cannot fill in the ‘Form’ as this feature is unavailable when Document Author Submissions is the only submission feature that is enabled.

  1. Document Author Submissions on and Approvals on – same as above, only once submitted, the document can go through an approval process, enabling approvals in this scenario allows the org to create approval processes, however the checklist feature is not available.

  1. Document Author Submissions off and Submissions off – this means anyone with Document Author rights can submit a document into Prompt (submit button, not check in button). Once submitted the document will go through the configured approval process. The checklist feature is unavailable in this scenario.

  1. Document Author Submissions off and Submissions on allows anyone with Document Author rights can submit a document into Prompt (submit button, not check in button), and the Document Author can complete the questions on the Form if it is configured.

A new permission is created when submissions are enabled, which is the Submission Owner.

If you don’t assign this permission to anyone then the previous sentence applies.

If the Submission Owner is assigned to a user that is not the Document owner, they the submission owner can then check in the document after the Document Author has submitted, and the Submission Owner would fill in the form.

The submission owner role is exclusive and used as an independent role, maybe a Q&S team member who needs to review the document and complete the questions before it is approved or published.

If the Submission Owner role isn't required then it doesn’t need to be used. But enabling submissions allows this option to occur.

  1. Document Author Submissions on and Submissions on this is the same as the example above (Document Author Submissions off and Submissions on see option 4)

How did we do?

How to add/edit a Department

How to set up an Organisation Message

Contact