These neat document management features make it easy to gather users’ approval or acceptance of a file. It allows them to give feedback and records their response. It’s ideal for businesses that need a record of employee acceptance for compliance and auditing purposes.
Firstly locate and click on the file that you would like to have approved or accepted. In the file 'Options' drop down menu you will find the 'Approval request' and 'Read request' links. Decide whether you want to ask users to approve or reject a file, or whether you just want them to acknowledge that they have read and accepted the file's content. Then click the appropriate link.
File approval request
The file approval feature is perfect if you want a user to either approve or reject a particular file. The user also has the option of giving you feedback on their decision. Any comment will be appended to the file's comment section for future reference.
Is there a date that you want a response by? Then add it to the 'Approve by date' field and users will be made aware of the request’s urgency when they receive their notification.
Now click into the highlighted box above and select who you would like the requests to be sent to from the drop down menu and click 'Add'.
Users will be sent an email request with a link that they can click on to respond. They will also have a reminder message (as shown above) displayed on their dashboard when they next login to their account. This notification will remain on their dashboard until they respond, acting as a constant reminder.
When a user responds to a request they are given the option to add feedback which will automatically be recorded in the comments section against that file.
Response results and audit trail
After sending the approval requests the user list will record and display whether they have responded or not and if they have approved or rejected the file.
File read and accept request
If you just want users to read and accept a file, they will not be given the option to reject the request.
Click here for information on file approval and acceptance reporting.