What is an approval task? - Use Documents - Foundation 24.1 - Foundation 24.1 - Ready - Perceptive Content - external

Use Documents

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Perceptive Content
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Use Documents
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Foundation 24.1
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An approval task is a task type that Retention Policy Manager automatically generates for all approvers assigned within a retention policy. An approval task enables you to approve disposition actions such as destruction, offline transfer, or accession.

Retention Policy Manager assigns approval tasks to system-generated folders containing shortcuts to documents. A task assigned to a system-generated folder applies to all shortcuts within the folder.

Retention Policy Manager also assigns approval tasks at the record and record folder levels. An approval task applies to the contents of the record folder. If a record is located directly under a category, an approval task is assigned directly to the record.

Approval task templates for retention approvals are created the first time a retention policy is created within the scope of a department. Individual task templates are created for each of the possible retention approval types.

  • Destroy
  • Retain Permanent
  • Transfer Online
  • Transfer Offline
  • Accession
  • Next Phase

An approver is a user or group member who must approve the disposition action set in a policy before that action can occur. When the retention period ends, Retention Policy Manager creates an approval task and associates that task with the set of items that are ready for approval. After creating the task, Retention Policy Manager assigns that task to the approver. If multiple approvers are defined, then Retention Policy Manager assigns an individual task to each user or group member. To streamline the approval process, Retention Policy Manager sends email notifications to all approvers. A notification includes a link to the approval task and any instructions entered by the policy creator. After an approver processes an approval task, the system deletes the task.