Document Approval Business Process
Use the Document Approval business process to track general documents and files that can be uploaded directly to a project with or without approval.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Pending | non-terminal |
| Pending_Approval | non-terminal |
| Sent_for_Revision | non-terminal |
Workflow
The default workflow for the Document Approval business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.
Alternatively, your organization can enable the option to use a five-level serial-approval process, Serial Approval (5 Level). This workflow lets you select approvers for up to five approval steps. You can also designate one or two alternate approvers for each step. If you are a member of the Project Administrators, Project Managers, or Project Coordinators group, you can create a record from the Tasks log or from the Document Approval log. The completion policy for approval steps is set to single, which means that any of the designated approvers at a specific step can move the record to the next step in the workflow.
Note:
By default, the Serial Approval (5 Level) workflow is set to Inactive in the ORACLE PROJECT TEMPLATE.Creating a Document Approval Record
Create a Document Approval record by navigating to Document Manager & Submittals / Document Approval on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Document Approval task that has been assigned to you from the Tasks log.
Complete the Document Approval form and attach related documents, if needed. After completing the form, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select Send to route the form to the next assignee.
Note:
You must enter a value in all required fields (*) before you can save the form.
- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Document Manager & Submittals, and then select Document Approval.
- On the Document Approval page, select Create. By default, the Ball in Court active workflow is chosen. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Select Send.
- In the Notification window, review the content, and select OK.
The record moves to the next step in the workflow.
Completing the Document Approval Form
Key Information
Key information about this form
| Field Name | Access | Description |
|---|---|---|
| Title | Required | Enter a title. |
| Status | Read-Only | This field displays the record status. |
| System Document Type | Required | Default System Document Types |
| Discipline | Editable | Select the Discipline specific to this document |
Description
Enter the description for this Document. This information might appear in any formal printouts of this item.
| Field Name | Access | Description |
|---|---|---|
| Short Description | Editable | Enter a description of 250 characters or fewer. This short description might be used in logs, dashboards, and reports. |
| Detailed Description | Editable | The detailed information about the short-description field. The field size can be expanded. |
Serial Workflow Approvers
If your organization has enabled the Serial Workflow approval process, complete the following section. You can select up to five approvers and you can designate up to two alternates for each step.
| Field Name | Access | Description |
|---|---|---|
| Approval Step 1 – Approver | Required | Select the first person required to approve the attached documents. |
| Approval Step 1 – Alternate Approver 1 | Editable | Select the first alternate allowed to approve the attached documents. |
| Approval Step 1 – Alternate Approver 2 | Editable | Select the second alternate allowed to approve the attached documents. |
| Approval Step 2 – Approver | Editable | Select the second person allowed to approve the attached documents. |
| Approval Step 2 – Alternate Approver 1 | Editable | Select the first alternate allowed to approve the attached documents. |
| Approval Step 2 – Alternate Approver 2 | Editable | Select the second alternate allowed to approve the attached documents. |
| Approval Step 3 – Approver | Editable | Select the third person allowed to approve the attached documents. |
| Approval Step 3 – Alternate Approver 1 | Editable | Select the first alternate allowed to approve the attached documents. |
| Approval Step 3 – Alternate Approver 2 | Editable | Select the second alternate allowed to approve the attached documents. |
| Approval Step 4 – Approver | Editable | Select the fourth person allowed to approve the attached documents. |
| Approval Step 4 – Alternate Approver 1 | Editable | Select the first alternate allowed to approve the attached documents. |
| Approval Step 4 – Alternate Approver 2 | Editable | Select the second alternate allowed to approve the attached documents. |
| Approval Step 5 – Approver | Editable | Select the fifth person allowed to approve the attached documents. |
| Approval Step 5 – Alternate Approver 1 | Editable | Select the first alternate allowed to approve the attached documents. |
| Approval Step 5 – Alternate Approver 2 | Editable | Select the second alternate allowed to approve the attached documents. |
Record Information
System information about this record
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Creator | Read-Only | Creator of this record |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Creation Date | Read-Only | Date that the record was created |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
| Project Name | Read-Only | Name of the project |
| Project Number | Read-Only | Unique Project Number |
Completing the Documents tab
Folder Details
| Field Name | Access | Description |
|---|---|---|
| Name | Editable | Enter a name. |
| Folder Path | Read-Only | Displays the path to the selected folder. |
Line Item Details
| Field Name | Access | Description |
|---|---|---|
| Name | Required | Enter a file name or attach a file from your local system or from the Document Manager. |
| Attach Files | Editable | Select a file from your local system or from the Document Manager. |
| Title | Editable | Enter the name of the file. |
| Description | Editable | Enter a description of the file. |
| Issue Date | Editable | Enter the issue date. |
| Drawing Set Name | Editable | Enter the name for the package or group of files. |
| Drawing Number | Editable | Enter the corresponding drawing number for the drawing document as it appears in the drawing document title block. |
| Revision No. | Editable | Enter a revision number. |
| Drawing Revision No. | Editable | Enter the revision number for the drawing document as it appears in the drawing document title block. |
| Drawing Revision Date | Editable | Enter the revision date for the drawing document as it appears in the drawing document title block. |
| Drawing Notes | Editable | Enter any applicable notes. |
| Discipline | Editable | From the list, select the Discipline that applies to this drawing. |
| Line Item Status | Editable | From the list, select the applicable status for this drawing. In Review is selected by default. |
Completing the Bluebeam Markups tab
Markup Properties
Summary of the key information for this Bluebeam markup
| Field Name | Access | Description |
|---|---|---|
| Subject | Read-Only | Type of markup from Bluebeam |
| Author | Read-Only | Person who created the markup in Bluebeam |
| Page | Read-Only | Page on which the markup or measurement resides |
| Status | Read-Only | Status of the markup from Bluebeam |
| Creation Date | Read-Only | Date and time the markup was created |
| Last Modified Date | Read-Only | Date and time the markup was last modified |
Comment
Comment from Bluebeam
| Field Name | Access | Description |
|---|---|---|
| Comment | Read-Only | Comment from Bluebeam |
Session Information
Information about the Bluebeam session
| Field Name | Access | Description |
|---|---|---|
| File Name | Read-Only | This field displays the file name. |
| Session Name | Read-Only | This field displays the session name. |
| Session ID | Read-Only | This field displays the session ID. |
| File Revision Number | Read-Only | This field displays file revision number. |
| File Pub. Number | Read-Only | This field displays the file publish number. |