What are "Files to be approved"?

Your project team can share document folders with anyone in your organisation's address book. Contacts that are given the "Can Edit" permission have the ability to add or supersede files in the related document folder.

Whenever a contact from outside of your organisation adds or supersedes files in your folder, they will first be sent to the owner of the related document folder for approval.

These files appear in the "Files to be approved" folder.

See the example below to better understand this workflow and the related benefits.

Step 1:  Share access to a contact from outside of your organisation

In our example, we are going to share the Architectural document folder to Gary Zhu, of Zhu Architects (who is external to our organisation).

Note: the "Can Edit" permission has been given to Gary to enable the ability for him to add and supersede files in our folder.

Step 2:  Contact receives share email notification and clicks "VIEW ONLINE"

After Gary clicks the "VIEW ONLINE" button in his email notification, he is directed to the documents interface of your project.

Note: Gary can only see items in your project that have been shared with him from his account.

 

Step 3:  Contact adds files to the related document folder

Gary can then click in to the Architectural folder and click the "ADD FILES" button to start adding files.

Step 4:  Contact clicks "SAVE" and submits the files for approval

After Gary adds his files and clicks the "SAVE" button, the files are submitted to the folder owner for approval. Technically, Gary's files will not become a part of the Architectural folder until they are approved by the folder owner.

If Gary would like to view these files again, they can be accessed via the "Files to be approved" folder.

The "Files to be approved" folder will also become available to the folder owner.

Example: a dialog shown to Gary (the Architect) when he saves his files

Example: folder collaborator's documents module

Example: folder owner's documents module

Step 5:  Email notification sent to folder owner

After Gary saves his files, the folder owner receives an email notification advising that there are documents awaiting approval related to the Architectural folder. 

Clicking the "Documents Awaiting Approval" button will direct the folder owner to the "Pending Documents" interface.

Step 6:  Folder owner views files and approves them

Folder owner can view each file from "Files to be approved", before selecting them and clicking the "APPROVE" button on the bottom toolbar to approve them to their folder.

In this example, approved documents will be moved from the "Files to be approved" folder in to the "Architectural" folder. 

 

Step 7:  Pending transmittals are created

Once approved, pending transmittals will be created for all contacts with access to the "Architectural" folder.

If the related files are a part of a Bid Package, pending transmittals will also be created for all related contractors.

If you have any questions about pending documents, shoot us an email at [e-mail] and our customer success team will be in touch.