Document approval / release workflow (Admin)
The “Document approval” function enables a release workflow for new documents stored in the data room. If the “Document approval” status is activated for a folder, new documents are only visible to other users after they have been approved using the “dual control principle”.
As an administrator, activate the “Document approval” function in the settings under “Documents”.
Document approval can be optionally activated for each folder and its subfolders.
Administrators go to the relevant folder under “Documents” and then to “Properties” in the right-hand feature bar. In the window that opens, the administrator can select a group “Approval by:…”. The members of the user group selected here can then approve all new documents added to this folder. Please note that only user groups that have editor rights (view, upload, download, change and delete) for this folder are listed here!
Folders for which document approval has been activated are marked with an icon (exclamation mark).
Documents uploaded to these folders are not visible to viewers (View and Download access rights) until they have been approved. Documents that have not yet been approved are marked for editors with an icon (exclamation mark).
Members of the user group selected for approval automatically receive a notification when new documents are added to the data room for approval. You can get an overview of the documents still to be approved in the Lists area under “To be approved”.
The approval of documents can be done both in the document preview
as well as in the “Documents” area. Tick the relevant document and then go to “Properties” in the right-hand fearure bar. Check the “Approved” box in the following dialog.
Approved documents are marked with a green tick and, once approved, are visible to other members of the data room who have access rights to this folder.
E-mail notification of new documents is only sent in folders for which approval is required for new documents after the document has been marked as “approved”.
