OnBase - Approve Supporting Documents Workflow

The following Knowledge Base article provides those with EDITOR (or higher) permissions, the instructions to initiate and utilize OnBase Workflow for document approvals on items imported as document type Supporting Document PPP.

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.

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.
2. 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.
3. 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 (Acknowledge reminder to“Ensure SUPERSEDED NOTE is displayed for all previous revisions…”  (Click OK).
4. 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.
5. 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.