Authorising documents and electronic messages

Selecting Request Authorisation

The system will create an email to the user selected from the list on the left and a task (linked to the email) being 'The following document(s) have been prepared for you to review and send.' The user receiving the email can click on the link in the email to be taken to the despatch task that contains all the documents in the pack. Here the documents can be reviewed, edited and if permitted Authorised. If authorisation by another user click on Request Despatch.

AUTHORISE DOCUMENT via DESPATCH TASK - Click on the tick under AUTHORISE column to authorise the document individually OR you can authorise the whole pack by clicking on the tick under AUTHORISE at the bottom of the screen.

To undo the authorisation click on the circle now visible in the authorise column.

Authorise ALL DOCUMENTS will produce a Confirm Action. Authorise and despatch task will create another task for the selected user. Documents are ready to despatch.

You cannot insert a signature until the document has been authorised. You will note [RF_SIGNATURE] has been inserted in documents requiring a signature. once the document has been authorised or ALL DOCUMENTS have been ticked you can then add the signature by clicking on the plus next to the document in the signature column. Or on the plus in the All Documents row under the signature column. The plus converts to a tick when the signature is inserted.

All documents will become pdf's when you select SEND.

AUTHORISE EMAIL via MESSAGES AND PUBLISHING

Click on MESSAGES AND PUBLISHING TAB

Change Status: UNAUTHORISED

Click on the tick, then click on REQUEST AUTHORISATION(S)

If you have rights to authorise you can select AUTHORISE and the email will be authorised and the Portal Status will be updated to Not Sent.

If you do not have rights to authorise select Request Authorisation and the user to authorise the email before sending.

You can also authorise the DOCUMENTS tab in the ORIGINAL TASK which works the same way as the Despatch task.

Send notification email message & upload to portal

 AUTHORISING A DOCUMENT THAT HAS NOT BEEN PREPARED VIA A TASK.

If you create a document via Circulars and Mailing at the end of the wizard you come to the authorisation page.

You have the option to review the document in the Document Management tab before requesting Authorisation

You can request authorisation 

Or you can authorise with or without inserting a signature. NB Insert signature will only be available if you have permission to do so.

If Document authorisation is not enabled you will still get the option to insert signature at the end of the wizard, if you have the right permission to do so. Or you can right hand click on the document in Document Management and insert signature.  Alternatively you can choose documents output and despatch (RH click on the document in document management) and you will have the same options as per the approval task described above.