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BlueCielo Kronodoc 2012 Administrator's Guide | BlueCielo ECM Solutions |
The key to approval alerts is setting the correct approval dates. Approval dates can be set either manually or automatically; either during document creation or later by editing the approval properties. Separate approval dates can be set for internal approval and external approval. The Alerts add-on calculates approval dates automatically by added a system administrator-specified period of days to the date that the document was received (for example, from another organization). If no document receipt date is set (for example, your organization created the document), the Alerts add-on adds the period to the date that the document was created. You can override the calculated date by setting a date yourself. Conversely, you can change the document receipt date and have the Alerts add-on calculate a new approval date.
Note The properties used by your organization to calculate approval dates are configurable by a system administrator. Not all properties described in the following table are used in all configurations. Consult a system administrator for the configuration used by your organization.
To set a document's approval properties:
| Property | Description |
|---|---|
|
Approval |
To override a date calculated by the document's Type or Approval class value, type a date or click Date and select a date from the calendar that appears. Clear this property if you want the system to calculate the date based on the other property values. Overdue dates appear in red text. |
|
Approval class |
If this property is present, select a class from the list. Values in the list are configurable by a system administrator. The value will determine the approval period that is added to the value of Document received or the document creation date to calculate the value for Approval. The approval date might be calculated on the value of Type instead. |
|
Document received |
If this property is present, type the date when the document was received or click Date and select a date from the calendar that appears. The approval period configured for the selected Approval class or Type will be added to this date to calculate the value of Approval. If this property is empty, the document's creation date is used instead. |
|
External approval |
To override a date calculated by the document's Type or Approval class value, type a date or click Date and select a date from the calendar that appears. Clear this property if you want the system to calculate the date based on the other property values. Overdue dates appear in red text. |
|
Responsible user |
Type a workspace user name to receive alert emails if the document's Status property is not set to Approved relative to the date specified in Approval. Only one user can be specified in this property. |
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Type |
Select the appropriate document type from the list. Values in the list are configurable by a system administrator. The value will determine the approval period that is added to the value of Document received or the document creation date to calculate the value for Approval. The approval date might be calculated on the value of Approval class instead. |
Note The Alerts add-on works together with the Smart Paste add-on (if installed). That is, along with the Smart Paste properties, the approval properties must specify valid values for the workspace to which the documents will be pasted. For more information, see About Smart Paste and the Kronodoc Configuration Guide.
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