If a Reading Group is configured for document approval, then documents must go through the approval process they become available to Reading Group members. If you belong to an Approval Group, then you can do the following:
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View a list of documents to approve prior to distribution to the Reading Group queue.
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Open and view each document that is pending approval.
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Approve or reject the open document from within the viewer window.
You must be a member of an Approval Group or have the Approval DKT Administrator privilege configured to view Approval Documents.
To approve documents:
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Open the Knowledge Transfer layout. The Knowledge Transfer layout is displayed.
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If you are in the DKT Reader, this view is opened by default.
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If you are in the Web Client, select Open Knowledge Transfer from the main menu.
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From the Your Groups pane, select an Approval Group from the Approval Groups drop-down list. Documents to be approved for the selected Approval Group are displayed in the Approval Group document search results list.
Note:
Approval Group members who are also Reading Group administrators must select an Approval Group from the Your Groups pane to see documents pending approval.
The following table describes the columns in the Approval Group document search results list:
Section Name
Description
Document Name
The name of the document.
Revision
The document revision number in the Reading Group.
Reading Group
The name of the Reading Group that the document belongs to.
Date Added
The date when the document was added to the Reading Group.
Status
Displays the current status of the document:
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Approval Pending: The document is waiting for approval prior to distribution to the Reading Group queue.
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Approval In Progress: The document is in the Approval stage, but not fully approved yet.
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Rejected: The document was rejected by the approver. Reading Group members do not see rejected documents in their Reading Group queues.
Note:Rejected documents are immediately removed from the Approval Group document search results list.
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From the Approval Group document search results list, double-click a document to open it. The document is displayed in the Document Viewer.
Note:
You can select, open, and approve only one document at a time.
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Click one of the following buttons displayed to the right of the Document Viewer:
Button
Description
Approve
Approves the document for the assigned Reading Group. A confirmation message is displayed. The approved document is closed in the Document Viewer and is removed from the list.
If you are the last person required to approve the document, or if the Approval Group requires only one member to approve the document, the document is added to the Reading Group.
Reject
Rejects the document for the assigned Reading Group. A confirmation message is displayed. The rejected document is closed and is removed from the list. The document is not added to the Reading Group.
View Comments
Displays the comment specified by the administrator when the document was added to the Reading Group.
Note:This button is only available if a comment was specified by the administrator when the document was added to the Reading Group.
Note:Users with the Approval DKT Administrator privilege configured can see who has approved a document and who has documents pending approval within the Approval Viewer. This allows the administrators to contact users that still need to approve or reject documents for the Reading Group. When all required users have approved a document, the document is no longer viewable.