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Approving a document

How to grant approval if you receive an approval request

Overview

In Cognidox, document approvals follow a structured workflow. When an approval request is initiated, the assigned approver receives an email notification with links to take action. This article provides a step-by-step guide on how to approve a document in Cognidox, including additional options for modifying approvers and passing responsibilities.

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Receiving an Approval Request

When you are requested to approve a document, you will receive an email notification containing two links:

  1. Document Details Page – Directs you to the document’s information page.

  2. Approval Step – Takes you directly to the approval process.

Additionally, pending approval requests can be viewed on the Cognidox homepage under the Documents to Approve portlet.

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Accessing the Document for Approval

  1. Click on one of the links in the email notification.
    Alternatively, find the document in the Documents to Approve section on your homepage.

  2. Review the document details, including the list of notified users and current approvers.

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Approval Options

Before approving the document, you have several options:

  • View Document Details: Check the document’s metadata and approval status.

  • Modify Approvers: Add additional approvers or change the list of notified users.

  • Reassign Approval: Transfer approval responsibility to another user if necessary. This is useful when an approver is unavailable.

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Approving or Rejecting a Document

  1. Click on the Approval Step link.

  2. Choose one of the following options:

    • Approve: Confirms the document for finalization.

    • Reject: Requires a new issue of the document to be created and resubmitted for approval.

  3. When all approvers have signed off, the document’s version will no longer appear in bold red text.

  4. A record of the approval is stored in the document’s History section.

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Conclusion

Approving a document in Cognidox is a straightforward process. You can review details, modify approvers, and pass responsibilities if needed. Once approved, the document status updates, and the approval is logged for record-keeping.

For further assistance, refer to your Cognidox administrator.

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Useful online help topics

What next?

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