Document Approval (Submittal) Estimated reading: 5 minutes Modifying Document Status All project documentation is uploaded and managed in the Documents module, where user access rights are predefined. By default, every uploaded document is assigned an Empty status. To change the document status to No Approval Needed or to reset it, follow the steps below. 1. Select relevant documents in the Documents module2. Click Edit Status Button and specify the document Status as No Approval Needed, or Reset Status if you want to return the document Status to the Default value Creating Document Approval If uploaded document needs to be approved in order to be relevant for project participants, its Status should be changed through Document Approval (Submittal) process. In order to create Document Approval follow the steps below: Create New Document Approval – Option 1 1. In CDE Viewer isolate and select elements to be linked with documentation. Document Approval will save all visible elements, but documentation will be linked only to selected elements2. Create New Document Approval by clicking New Issue button and choosing New Document Approval option Create New Document Approval – Option 2 1. In CDE Viewer isolate and select elements to be linked with documentation. Document Approval will save all visible elements but documentation will be linked only to selected elements2. In Documents module, select documentation (one or multiple documents) that is intended for approval. Create New Document Approval by clicking Request Document Approval and choosing + New option 3. Define Document Approval (Submittal) Code (Optional), a unique value required, and Document Approval (Submittal) Name.4. Specify First Reviewers (*Mandatory). It could be one or multiple persons. If you are setting up one-step approval, you should define only the First reviewers5. Specify Final Reviewers (Optional). It could be one or multiple persons. Final Reviewers are notified about Document Approval only after all First Reviewers approve6. In cases when Document Approval initiator wants to give Final Approvals posibility to Approve or Reject documentation even if the First Approvers did not approve, Allow Direct Approval (Optional) option is used. In this case, Final Approvers are notified about Document Approval immediately after creation and have the ability to Approve or Reject documentation regardless of First Approvers Action Note Documentation is considered Approved only if all Approvers Aprove it. If one of Approvers Rejects, Document Approval is considered Rejected and needs to be re-initiated with updated Documents. In Cases when Allow Direct Approval option is not used, Final Approvers are notified about Document Approval only after all First Reviewers Approve. Direct communication between Initiator, Reviewers and Participants is possible through Comments Section. Every Action is notified in Comments by the system, and a notification is sent to all participants via email. 7. If approved documentation needs to be copied to a specific location after Approval, Copy Approved Files To: option is used. When this option is activated, after all specified Approvers Approve Documentation (in both cases with one-step or two-step approval), Documentation is Copied to Destination Folder. Destination Folder is defined by the initiator by clicking on Folder Button and selecting the destination folder in the Documents Hierarchy tree view8. Define custom Tags (could be customized by the Project Administrator) and add Participants who will be able to access the Document Set and will be notified about changes in the Document Set/Transmittal Note If Copy Approved Files To: option is activated, after approval is confirmed, linked documents will be copied to specified destination folder. 9. Add Description of Document Approval/Submittal content (Optional) and define additional Custom Fields that could be Set Up by the Project Administrator.10. Link documents to Document Approval/Submittal by activating Link Documents option and navigating to Files and/or Folders of documentation previously uploaded to Documents11. By Default, linked documents in Document Approval/Submittal are always set to the Current Version12. Complete action by clicking Link Selected Documents Note Documents linked in Document Approval/Submittal are always set to Current Version and Approval will only apply to the currently linked version of the document. If a new version of the linked document is uploaded, the Document Status is restored to the default Status. 13. Linked Documents could be opened and previewed directly in BCF Manager14. Save As Template option allows user to Save Template of Document Approval/Submittal with filled fields for future use15. Document Approval/Submittal is created and initiated by clicking Save button16. Status of Document Approval/Submittal and linked documents will be automatically set to Pending for Approval17. Direct communication between Initiator, Reviewers and Participants is exercised through the Comments Section. This includes also attachment of additional documentation relevant for the approval process. Every Action is notified in Comments by the system, and a notification is sent to all participants via email 18. First Approvers get notification and have the ability to define if linked documentation is Approved or Rejected19. By clicking Save button First Reviewer confirms documentation Status20. For all participants, next to Reviewer’s Name appears an icon showing a (✔) symbol if Approved and a (✘) symbol if Rejected21. The system automatically generates notifications in comments and via e-mail, notifying all Participants about Actions 22. Final Approvers get notification and have the ability to define if linked documentation is Approved or Rejected23. By clicking Save button Final Reviewer confirms the documentation Status24. For all participants, next to Reviewer’s Name appears an icon showing a (✔) symbol if Approved and a (✘) symbol if Rejected25. The system automatically generates notifications in comments and via e-mail, notifying all Participants about Actions Note After Document Approval/Submittal is initiated, it has Pending for Approval Status, as well as all documents linked to it. Status remains Pending for Approval until one of Approvers Rejects it when it is changed to Rejected, or all of the Final Approvers Approve it when it becomes Approved.
