The following gives an example of using the FYI workflow functions. It shows a document that is created by a junior, sent for approval and then approved.
Create document with Workflow Status as Pending Approval
- User creates a new Word document.
- User edits the document as needed and clicks I am finished editing.
- In the FYI drawer, user sets the Workflow Status as Pending Approval and selects the person to assign as the Approver.
The document is now locked and the user who created it cannot make any further changes. When you hover over the document in a list, it displays with the Lock icon for all users apart from the person assigned as the Approver.
- The Approver sees the document in their Dashboard - My Workflows.
- The document can be checked using the Preview panel.
- From the Dashboard - My Workflows, the Approver clicks the Approved button to approve the document. This changes the Status to Approved and the document cannot be changed by anyone.
The document is removed from the Approver's My Workflows and the next document in My Workflows is opened ready for checking.
Note If needed, any Comments can be added, or a Task can be added, before clicking Approved. These can be added, for example, to let a user know that the document can be emailed to the client. Add a Task or Comments using the drawer when displaying the document in the My Workflows.
If any changes are needed, the Approver can add Comments or add a Task and set the Status to Changes Requested and the document is removed from My Workflows.
Create a Draft Email with Workflow Status as Pending Approval
Creating an email as a draft that is sent for approval would follow the same steps as above. The email needs to be created as Draft in FYI.
When an email is created in FYI, the workflow Status is set as Not Started. If the email needs to be sent for approval, set the Status as Pending Approval and select the name of the Approver.
When the Approver checks the email (from the Dashboard - My Workflows) the email can be checked and Sent from the Preview panel. The Approver can then mark the email as Approved.
Requesting a Signature for a Word Document
When a Word document is created that needs a signature, it is would usually be set with a workflow Status of Pending Approval and the name of the Approver selected. The document will show in the Approver's Dashboard - My Workflows.
When editing the Word document in the Desktop, the FYI Drawer includes a Signature section. If required, you can use the Request Signature to create a Task can to inform the user that the signature is needed.
Refer also to Inserting a Signature into a document.