Understanding Document Approvals
Note: Supplier Contract Management delivers sample data that supports the document and clause approval processes as a starting point for configuring the system site. This sample data is documented in the Setup Steps for PeopleSoft Approval Framework topic.
These topics discuss internal approvals for an entire document and for document components that include clauses, sections, and configurators. These approvals are managed either through the approval workflow process defined by the PeopleSoft Approval Framework or by user preferences and installation options. Completed documents and clause approvals are processed by approval framework, while sections and configurators are processed through options set up in user preferences and installation pages and then controlled by settings in the Manage Document Library component.
You can use internal document approvals in conjunction with contract collaboration that uses PeopleSoft workflow to notify collaborators of pending action, an ability to route the document for review, and a tracking mechanism to record who has seen the document and the contributions of each person as they happen. Collaboration differs from approval workflow in that it provides a single notification that is sent to all participants simultaneously for the cycle and no approval is recorded.
The approval processing of documents can also include enabling internal users to digitally sign documents at the same time they approve the document if the installation and document type settings dictates signatures are to be captured for this document during approvals. You can configure the system to capture internal signatures before, during, or after approvals.
See the Life Cycle Options section on the Document Type Page.
To capture digital signatures as part of the approval process the document administrator must first have each internal signer listed within the Document Management component's Internal Contacts/Signers page. When the document is routed for approval to a user and that user is also identified as a signer then the Sign Document button appears enabling the user to sign the document while the document is pending her approval. If she approves the document without signing the document, the document can be resubmitted for approval, or the contract specialist can capture the signature after the document is fully approved.
Note: Collaborators and approvers, who have edit authority, can edit the Microsoft Word document during collaboration.
The document approval processing supports internal approvals for multiple internal users. External interaction for document review and signatures is possible using the External Collaboration feature for collaboration, and Send to Contacts or Dispatch features by selecting the Online Signatures and Email field value.