The IQ document approval process lets you define different users or groups of users who can approve a form letter before it can be used in any type of Mail. There are three Status codes that are used for the document approval process: Request Approval, Approved, and Denied Approval. The ability to select 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. A user with security to approve mail will see all Status codes.
Your IT Consultant can assist you with setting up document security for individual users to require them to receive approval of form letters, or to give them authority to review and approve a form letter prior to its being used.
To route a form letter for approval:
Add a new form letter, completing fields on the Draft Form Letter page.
Make all necessary edits to the Content, Print Format and E-mail Format for the letter.
Click in the Status field and select Request Approval. A field will appear next to the Status field for selection of an approver. Click in the field and select a name to route the letter to that person, or select Any Form Letter Approver to route the letter to anyone authorized to approve form letters.
Select the Assignable check box if you want this letter to be available for assignment to mail records. Assignable form letters can be entered in the Letter Name field of the mail record regardless of their status. However, they cannot be printed in final or sent via e-mail until their status is changed to Approved.
Select the Close action to close the Form Letter record.
Your form letter is routed to the person or persons with review and approval authority. The approver can approve the letter (change the status to Approved) or deny approval and request changes.
To locate your approved or denied form letters:
Click the Approvals Granted for Documents or Approvals Denied for Documents link under My Work in My IQ.
OR
Use the Status field in Document quick or advanced searches to specify Request Approval or Denied Approval form letters for yourself or other users.
Given the necessary rights in user security, you can review, and then approve or deny approval of form letters created by other users.
To locate and approve or deny form letters:
Click the Approval Requests for Documents link under My Work in My IQ. This link does not appear if you are not set up as an approver.
On the My Approval Requests page, click the letter name link of the letter you want to review. Or, to review all letters 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 Form Letter record page to move from one record to the next.
Review the content of the letter and its appearance in all formats using the Content View, E-Mail View and Printed View radio buttons on the General panel of the record. Alternately, use the Preview Letter and Preview E-mail actions to generate merged samples of the letter.
Click in the Status field and select one of the following status codes:
Approved - to approve the letter and make it available for printing and sending via e-mail.
Denied Approval - to deny approval and return the letter to the author. You can use the Description field to tell the author why the letter was not approved.
Select the Close or Next action to close the Form Letter record.
Note: You can use the Analyze Selected action from the Documents Search results to report on "Requested Approver" and "Assigned To Comma List." Requested Approver will return those users who are authorized document approvers and Assigned To Comma List will return a list of assigned to staff separated by commas.