Document approval (DAP)
The Document approval (DAP) application is where files awaiting approval are managed.
Document approval area
In the Document approval area on the left-hand side of the application, users will find a list of files that are awaiting approval (Status 4), are in the process of being approved (Status 5) or that have already been declined (Status 7) or approved (Status 9).
The Document approval area includes a Quick search field, a Search field, as well as standard and custom filtering options via the Filter builder. More information about the filtering functionality in RamBase can be found here.
The grid may be customized by adding and removing columns. To do this, click on the Column setting icon, select Columns and finally check/uncheck the checkboxes of the relevant columns. By clicking on the Column items icon, it is also possible to Export to Excel and Reset to default view.
Document approval details area
The Document approval details area on the right-hand side of the application contains information on the file selected in the Document approval area.
Note
Most of the information displayed in the Document approval details area, is inherited from the file type. The file type is created and managed in the File types (FIT) application. Changes made to the name, checklist and metadata of the file type will apply to all previously uploaded files of that specific file type, not only new uploads.
Document preview
If the document has a format supported by the preview functionality, a preview of the document is displayed.
It is possible to zoom, fit to page, rotate the document, download or print it. Click on the More actions menu icon to select whether the view should be two-page, whether annotations should be visible or to view document properties in a popup.
Users also have the options to Preview in popup, Open in new tab, Download and Open in FileManager by clicking the corresponding icons in the grey toolbar at the upper-right of the Document preview area.
Checklist
Checklist items for the file are displayed and managed here. Completion of these items is not mandatory for approval. Once an item has been checked, it will get a green color marker to the left of the checkbox. It is also possible to comment on each of the checklist items.
The checklist is created and managed in the File types (FIT) application.
Metadata
This area provides overview of metadata, enabling approvers to access necessary information and context at a glance. The setup determining which metadata should be displayed is configured in the File types (FIT) application.
Click on the Source button to inspect the source(s) of the file in its home application.
Click the button with the file type name to inspect the file type in the File types (FIT) application.
Click on the FileManager button to inspect the file in File Manager.
Approvers
This area is used to manage who should be the approver of the different approvals (internal, external and document controller) and Approval deadline. Assignee is the approver for internal approval, while Document controller is the approver for external and document control approval.
Approvals
This area contains the approvals needed for the file. The required approvals depend on the setup of the file type associated with the file.
Approvals must be handled in the sequence as listed, starting with internal approval. The Approve and Reject buttons are available to users who can approve the file. After receiving approval, the item will be marked with a green indicator on the left. If it is rejected, it will be marked with a red indicator on the left. Upon rejection, a pop-up will appear, in which it is required to write a comment, and it is possible to set an assignee and a new approval deadline. There is a note indicating whether an approval is pending (and by whom) or approved (and by whom).