The IQ mail approval process lets you define different users or groups of users who can approve mail before it is sent. It also lets you restrict users so that they cannot send form or custom letters without approval. There are three Mail Status codes that are used for the mail approval process: Request Approval, Approved, and Denied Approval. The appearance of these codes in the Status field is determined by user security. A user who must go through the approval process will see and can select the Request Approval status but not the Approved status. This user also would not see the Completed status until the mail has been approved. A user with security to approve mail will see all Status codes.
Your IT Consultant can assist you with setting up mail security for individual users to require them to receive approval of mail, or to give them authority to review and approve mail prior to its being sent.
To route pending mail for approval:
Complete fields on the Mail Record page, including selection of a form letter or creation of a custom letter.
Click in the Status field and select Request Approval. A field will appear with one of two entries, Any [Form or Custom] Letter Approver or the name of your default form or custom letter approver as set in your user Preferences. Click in this field for a listing of all valid approvers.
Select the Close action.
Your mail is routed to the person or persons with review and approval authority. Depending on the process established by your office, they might approve and print or send the letter via e-mail, add it to a batch, or return it to you for final processing. Approved mail can be printed, sent via e-mail, and closed. The approver might also deny approval and return it for changes.
Note that if the System Configuration setting "Send Automatic Alerts When Requesting or Denying Approval of Mail" is set to Yes for your IQ system, then a Mail Alert will be sent to the approver(s) when you Request Approval. In addition, you will receive a Mail Alert if the approver denies approval.
To locate your approved or denied mail:
Click the Approvals Granted or Approvals Denied link under My Work in My IQ.
OR
Use an advanced mail search to find approved or denied mail for yourself or other users.
If the mail has been approved, select the Print Final or Send E-Mail action to complete the mail, or add the mail to a batch.
Given the necessary rights in user security, you can review and approve or deny approval of mail that's been routed to you.
To approve/deny pending mail:
Locate all mail sent to you for review by clicking the Approval Requests link under My Work in My IQ.
On the Search Results page, click the ID link of the mail record you want to review. Or, to review all mail awaiting your approval, click the Select All link at the top of the page and then select the Edit action. Use the Next action on the Mail Record page to move from one record to the next.
View the letter by selecting the View Letter action or view the People record by clicking the People tab.
Make any necessary changes to the People or Mail record, including assigning a different form letter by clicking in the Letter Name field and selecting another letter, or modifying a custom letter by selecting the Check Out action to move the letter from the server to your workstation for editing.
Click in the Status field and select one of the following status codes:
Approved - to approve and return mail to the originator (or process it yourself). Once a record has a status of approved, the originator can print and send the letter and close the mail record.
Denied Approval - to deny approval and return mail to the originator. You can use the Comments field to tell the originator why the mail was not approved. Mail with a status of Denied Approval cannot be sent or closed.
Select the Close or Next action to close the record.