About approval circulations

Approval circulations help project teams to efficiently distribute documents for approval among team members and to keep track of circulations. Document circulation is provided by the optional Document Circulations add-on.

You use approval circulations to specify lists of users that need to verify or approve a document before it can be approved and released. The roles of the users and the life cycle status they assign in the workflow of this process are shown in the following figure.

Tip    Document status values may be transferred from the document properties to Office documents with the Property Transfer add-on described in About transferring properties with Office documents.

The Document Circulations add-on promotes timely circulations by analyzing the open circulations every morning and sending reminder email messages to the circulation participants that have not yet acted:

• Four days before the deadline of the circulation
• On the deadline date
• Every seven days after the deadline until all participants have acted

Reminder messages similar to the following figure are sent to the user that initiated the circulation and to users that have not performed the requested actions.

Users of approval circulations should be familiar with:

• Creating documents as described in Creating documents.
• Changing the status of a document as described in Viewing and editing document properties.

Approval circulations are shown in the Document circulations view described in Understanding the Document circulations view.

Note    The Document Circulations add-on must be installed and configured on the Kronodoc server to use these features. When the Document Circulations add-on is enabled in a workspace, the Document circulations view tab appears in the workspace header. If the tab is not visible, contact a system administrator to verify that the add-on has not been disabled in the workspace.

Working with approval circulations is described in the following topics.