How-To: Submit a document for review and approval

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1) After an author creates a document draft, it needs to be submitted to the next level in the publishing process for review and approval. Once you log in, click on the Authoring button.

2) Next, select the document draft(s) you wish to submit, and click on the Route button.

How-To: Submit a document for review and approval

3) In the next window, change the document stage from ‘Draft’ to ‘Pending approval’.

4) Select the users that need to be notified about the new document that requires their review and optionally write comments. Click OK.

How-To: Submit a document for review and approval

5) A message will appear stating that the document draft(s) were successfully routed. The recipients selected in the previous step will receive an email which contains link(s) to new document(s) together with comments (if any).

6) You can always monitor the status of any document by using the ‘Drafts by stage’ or ‘Drafts by author’ view.

How-To: Submit a document for review and approval

The ‘Drafts by stage’ view displays all drafts sorted by their current stage in the publishing process (i.e. Draft, Pending approval, Approved or Rejected)

The ‘Drafts by author’ view displays all drafts sorted by the document owner.

Note: In addition to the default draft stages, it is also possible to create user defined draft stages. These custom draft stages can make SWING DocPublisher more suitable to organization-specific workflow or reviewing schemes. Any new draft stages created will be placed between ‘Draft’ and ‘Pending approval’ stages.

What we have done: We submitted a document for approval by changing the

document stage to ‘Pending approval’ and automatically notifiying the reviewers

We viewed the draft documents sorted by their draft stage and by their owner using the ‘Drafts by stage’ and ‘Drafts by author’ views.

Still to come...• Publishing or withdrawing a document• Creating a new revision from a document • Rolling back to a previous version• Read-only user experience