The Quick Reference Guide to the Approve Supporting Document_PPP workflow is below. The complete guide with screenshots and tips, is available as an attachment (bottom right).
To utilize the Approve Supporting Document_PPP life cycle, the Approval Process keyword value on the supporting document must equal APPROVAL REQUIRED.
For initial import of supporting documents refer to KB: OnBase – Importing Supporting Documents.
For initial approval immediately following import of a new supporting document (with Approval Process = APPROVAL REQUIRED), navigate to the document in Workflow and skip to step 2.
For subsequent rounds of supporting document edits and approvals, start at step 1.
- Execute Workflow
- Confirm the supporting document has not already been added to the Approve Supporting Document_PPP life cycle (from right-click OnBase menu select Workflow > Workflow Queues)
- Only if “Item ‘[document auto-name]’ does not exist anywhere in Workflow”, click Execute Workflow in the pop-up window toolbar. (Approve Supporting Document_PPP life cycle automatically selected.) Click OK.
- Editing Supporting Document_PPP
- From the Supp Doc _Edit queue, select document and take/assign ownership. (Owner sent email notification, with weekly reminder.)
- Edit document - either directly in Workflow, or use Check Out (see KB “OnBase-Check Out/Check In).
- After completing edits, do not forget to Check In your document and/or Release Ownership.
- From Workflow tab ribbon, click Send to Review Edits.
- Review Supporting Document_PPP
- From the Supp Doc_Review Edits queue, select document and take/assign ownership. (Owner sent email notification, with weekly reminder.)
- If additional edits needed, (optional) Add Review Note and Return to Edit (take/assign ownership in Supp Doc_Edit queue).
- When review complete, Advance to Prep for Approval. (Acknowledge reminder to“Ensure SUPERSEDED NOTE is displayed for all previous revisions…” (Click OK).
- Prepare Supporting Document_PPP for Approval
- From the Supp Doc_Prep for Approval queue, select document and take/assign ownership. (Owner sent email notification, with weekly reminder.)
- From the Revisions and Renditions table, open a previous Revision by double-clicking it then add the Superseded Note to last approved version and each revision created since last version, except do not add the superseded Note to the current revision.
- Close all previous revisions and the Revisions Table.
- From Workflow tab ribbon, click Prep Complete; Request Approval.
- Approve Supporting Document_PPP
- From the Supp Doc_Approve queue, select document and take/assign ownership. (Owner send email notification, with weekly reminder.)
- If additional edits needed, (optional) Add Review Note and Return to Edit (take/assign ownership in Supp Doc_Edit queue).
- If no further edits needed, Approve and close Workflow.