Approval flows

The GMI solution for service companies has a separate approval page for monitoring approval flows. You can consult this if you have designated a document for approval from document management (drag & drop) and you want to check the approval status.

When starting a new flow, the wrong action buttons appear in the demo version on the sales tenant.

On the approval page you will see the following items:

Eye button

When you click on the eye button the document opens, so you can read/view/edit it before approving or rejecting it.

Mail button

If you click on the mail button, a new email will open in Outlook. By clicking ctrl + v you can insert a standard text (cf. infra). A link to the document to be approved is also immediately generated.

note

Best,

Here you will find the link to the document for approval. The link is valid for 30 days.

You can always contact me if you have any questions or comments.

Click here to view your document: P23001_UI_bestekplan.pdf

Document Status box

In the 'document status frame' you can see the approval status of the document. You can also immediately see who initiated the approval flow for that specific document and when the flow was started / ended or restarted. You can also find the comments of the approvers/disapprovers here.

Action framework

In the action framework you can indicate whether you want to initiate an internal or external approval flow. Who must approve the document. You can also add comments for the 'recipient'.

Action buttons

With the action buttons at the bottom of the approval page you can take the following actions:

• approve a document and continue the flow
• approve a document and end the flow
• deny an approval and end the flow
• restart a flow (overhaul)
  • e.g. after integrating external feedback into the document to be approved

External approvals

If you want to ask an external party / person for the approval of a document, you can initiate this via the approval page. To do this, perform the following steps:

1. You indicate that you want to initiate external approval in the 'action' box of the action framework.
2. You link the approval to yourself by entering your own email address in the 'approver' box.
   1. On the general dashboard you will now see the message that you need to complete an approval ('my approvals')
3. you email the link to the document to the customer for review/approval
4. After feedback from the customer, set the status of the document to 'approved'
   1. if the document is not yet in order, indicate that it is a revision with the date of the feedback

This is a very unclear process flow from a user perspective (why would you assign a document that needs to be approved externally to yourself?).