Approving Documents Attached in Assessments/Audits
Documents attached within doclists (Full Assessment Records, PreAssessments, or Supplier Audits) may require individual approval. Once the Data Collection stage of an assessment is Saved and Submitted by an Assigned Assessor, anyone part of the document approval workflow will then have an action for each document.
Where is Document Approval put in place?
When suppliers are added to MasterData, in the section called Supplier Document Settings there is a section called Approval Workflow. Here is where you can set who should review or approve each document attached/uploaded in an assessment doclist/document review by the supplier. Click here for details and setting up the approval workflow section for suppliers.
When materials are added to MasterData, in the section called Supplier Document Settings there is a section called Approval Workflow. Here is where you can set who should review/approve documents collected from supplier for the specific material. Click here for details on setting up approval workflow for materials.
Access the Documents Pending Approval
Once the Data Collection stage of an Assessment is Saved and Submitted, if the Supplier (or Material if it's a Material Assessment) has document approval workflow in place, each document be pending approval with the name of the approver(s) in brackets.
To access a document to Approve it, an Approver has 3 options:
- The approver(s) can click the name of the file under the File column in the Assessment - this brings the approver to the document in the Documents Module.
- The approver(s) can click the link in the emails received for each document.
- The approver(s) can access the documents pending their approval from the Action tab in the Documents Module.
Approve Each Document
To approve a document simply click the green Approve button. If you decide to Disapprove a document, click the Disapprove button. You will be prompted to give a reason for the rejection. This will then go by email to the supplier contact responsible for the document and the status of the document will update to 'Awaiting Change'. Once the supplier uploads a new document another action to approve the new version of the document will open.
As the documents are approved, the status of each will update in the doclist in the Assessment Data Collection stage (or Record stage in a supplier Audit).
