For: Admins and Managers
Document approval lets you review files submitted through tasks before they are accepted into your Resource Library. When enabled, designated approvers are notified whenever a file is uploaded and can approve or reject it before it is saved.
Set up document approval
Log in to the Admin Console
Go to My Business in the left-hand navigation
Click the Settings tab
Scroll down to Document approval settings
Click Select users who approve documents and choose one or more existing users to act as approvers
Set the Minimum number of approvals needed — this determines how many approvers must sign off before a document is accepted into the Resource Library
Click Save
For example: If you have two approvers and set the minimum approvals to 1, only one of them needs to approve a document for it to be accepted.
Reviewing submitted documents
When a team member submits files through a task, all designated approvers receive a notification. To review a document:
Log in to the Admin Console
Click Resources in the left-hand navigation
Click the Resource Approval tab
Click on the document to open it
Review the file. From this view you can also edit the resource details, including the name, location, ID number, issue date, expiry date, assignment, and whether to recommend it for offline download
Click Approve to accept the document, or Reject to decline it
If you reject a document, a prompt will appear asking you to explain why. This message (up to 200 characters) is sent back to the team member so they know what to fix and can resubmit.
Once approved, the document moves out of the approval queue and into the Resource Library.
Other actions in the approval queue
Click the three dots next to any document to access the following options:
Review resource — opens the document for review
Remove — permanently deletes the document from the system