Document Routing and Approval

To streamline the editing process and ensure your colleagues receive their tasks in order with deadlines, you can route documents for approval using an Approval Workflow. In just a few steps, you can have your content automatically on its way for reviewing, editing, and approval.

• Step 1: Select Document
• Step 2: Send Document for Approval
• Step 3: Select Participants
• Step 4: Choose Editing Activities

You must complete these steps in order.

Step 1: Select Document

We offer search so you can find content like you're using Google, or browsing so you can locate a document in folders structured just like ones on your PC or Mac. 

>Learn How to Search for Content.

1. Type your query in the Search Documents field located in the upper right of your SpringCM screen.
2. Click the Magnifying Glass to start your search.

3. Click the link for the appropriate document.

>Learn How to Browse for Content.

1. Click the Documents tab.
2. Click the appropriate Folder in the left-hand navigation. If the folder you want to access is a subfolder, click the parent folder to browse to the correct subfolder.
3. Click the link for the appropriate document.

Once you've located your document, you can send it for approval.

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Step 2: Send a Document for Approval

Instead of sharing a document with multiple colleagues, you can send a document for approval to create an order in which colleagues will review and edit the document. 

>Learn How to Send a Document for Approval

1. Select your document.
2. Open the Send menu and choose For Approval.

Read more about Approval Workflows.

Now that you've sent your document for approval, you can choose which colleagues you'd like to include in the Approval Workflow.

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Step 3: Select Participants

Adding colleagues to your Approval Workflow enables you to assign them tasks and deadlines for reviewing a document. You must complete Step 1 and Step 2 before selecting participants. 

>Learn How to Select Participants.

1. Complete Step 1 and Step 2.
2. Fill out the Name field.
3. Type the name of your colleague to select a participant and click the name.

4. You can also click the Users or Groups link to access a list of all your colleagues SpringCM account. Click the checkbox for the appropriate colleague and click the Select button.

5. Click the Next button.

Read more about Approval Workflows.

With your colleagues in place, you can now assign them editing or approval activities.

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Step 4: Choose Editing Activities

Your users can either edit or approve documents.

• Choose Edit if you expect your colleague to check out a document and make changes.
• Choose Approve if your colleague will just read a document and simply approve or reject it.

You can also assign deadlines so your colleagues have a limited amount of time to complete their tasks. You must complete Steps 1, 2, and 3 before choosing editing activities.

>Learn How to Choose Editing Activities.

1. Complete Step 1, Step 2, and Step 3.
2. Select a colleague from the Select user(s) column and click the Edit or Approve button.
3. Repeat Step 1 until every user has been selected. The user responsible for finalizing the Workflow should be selected as the last Approver.
4. Choose Duration (the deadline) for each user. If your workflow has two users and you want each user to have the same amount of time to complete his or her task and finish the entire process in two days, enter “24” in the duration field for each user.
5. Click the Next button.

6. Click the Activate button.

Read more about Approval Workflows.

Your Approval Workflow will begin immediately.

>>If you'd like to automate a complex process, try Advanced Workflow.  

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