How to approve a document that has a defined flow?

To approve a document that is in a folder that has a parameterized flow, the user must be involved in the flow that was defined in Docs.

1. Go to Dashboard.
2. Click on Docs – Documents.

Documents with the flow in progress are highlighted with the  icon.
Click on  to start the flow.

The window to proceed with the approval flow will be displayed.

1. PDF: Provides viewing of the document in PDF.
2. Get Copy: Allows you to download the document to your computer.
3. Check Out: To change the document information, check out.
4. Check In: After making changes to the document that was downloaded in Check Out do the Check In of the document.

For units that have the item Password confirmation for critical operations enabled in the Qualiex security options, it will be necessary to enter the password to perform the check in / check or obtain a copy of the document.

In the History tab, the date that the change has occurred is listed, in which step of the flow the change occurred, the User that made the change, the Type of action performed and the Observations inserted.

When performing Check In, it is necessary to inform the revision data and describe the changes.

• File: Click on the  icon and select the file that was downloaded at Check Out, edited and saved on the computer.
• Changes made: Describe the changes that were made to the document.

Click “Next” to continue on the Documents tab.
Check the document data.

• Name: Displays the name of the document.
• Classification: Informs the type of document that will be sent.
• Tags: These are the keywords to facilitate the search of the file in the system.
• Next Revision: Indicates the date of the next revision of the document, as registered in the document’s classification.
• Valid until: Indicates the document’s expiration date, as registered in the document’s classification.
• Controlled document: Define whether the document will be considered a controlled copy, when “yes,” it is necessary to justify the reason for obtaining the copy.

• Use read confirmation: Enable if the document needs read confirmation.

• Deadline to confirm reading after review: Set the deadline in days for the user to confirm reading the document. Expired reading deadline generates a notification for the user.

• Description: Enter details related to the document sent.

If metadata has been configured in the selected classification, it will be displayed for filling in the Metadata tab.

After filling in the fields, click on “Send” to update the document and end the flow action.
Check the Completed option and click “OK“.

The window will appear with the options to proceed with the flow.

• Action: Inform what will be done in the flow:
  • Complete Flow: When the document is approved and the flow will proceed to the next step.
  • Cancel the Flow: If the approver wants to cancel the flow . It is necessary to leave a justification.
  • Return to Step: Returns to the previous step in the flow. It is necessary to leave a justification.
    • 0. Elaboration: Returns to the elaboration/preparation step of the document.
    • 1. Review: Returns the document to the review step.
    • 2. Verification: The document will be sent to verification again.

 

After selecting the action to be performed in the flow, you should continue to check the following information:

• Completion: Indicates the date of completion of the flow, filled in automatically.
• Next Revision: Indicates the date of the next revision of the document, as registered in the document’s classification.
• Valid until: Indicates the document’s expiration date, as registered in the document’s classification.
• Notes: If necessary, insert a note.