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How To Use Internal Approval In DocBoss
Critical project documents often go through 5 to 8 review cycles before achieving final approval, leading to an exponential administrative…
Document controllers are typically forced to manually apply different, highly specific routing paths and reviewer groups for every document submission based on its current stage (e.g., initial draft vs. final approval), which leads to significant rework, delays, and the high risk of sending critical documents to the wrong people or omitting necessary reviewers.
How can you get a better handle on this work and improve documentation efficiencies?
This article explains how to add or edit routing scenarios in DocBoss. For an overview of routing scenario functions, see this article first.
Topics
Add routing scenarios
Typically, users will manage routing scenarios from the Code List (Requirements) screen of a specific project.
In the Routing Scenario column, click within the grid in the row for the doc code that requires a routing scenario. Select Add New to create a routing scenario.
There are several options available to configure. Any number of these can be selected.
1 – Assign reviewers to NULL cards:
Applies to any cards which have status NULL. This can be used to assign cards to the user who is responsible for adding the initial documents to the applicable cards.
2 – Internal approval:
Only available if internal approval is enabled on at least one stage in the selected doc code’s stage list.
3 – Assign reviewers when file attached from customer (when stage not complete):
Applies when (1) a document is assigned to a card through the Files from Customer grid on the Incoming Documents screen, and (2) the return status selected does NOT have “stage complete” selected.
4 – Assign reviewers when file attached from customer (when stage complete):
Applies when (1) a document is assigned to a card through the Files from Customer grid on the Incoming Documents screen, and (2) the return status selected does have “stage complete” selected.
5 – Assign reviewers when file attached from sub-supplier:
Applies when (1) a document is assigned to a card through the Files from Sub-Supplier grid on the Incoming Documents screen.
6 – Assign reviewers when file attached from internal/3rd party:
Applies when (1) a document is assigned to a card through the Files from Internal/3rd party grid on the Incoming Documents screen.
Select the edit icon next to any number of the routing options to configure the reviewers assigned.
Roles marked as mandatory (with an asterisk) must have specific users chosen if the role is enabled (by selecting its checkbox).
For roles NOT marked as mandatory, if they are enabled but left empty, DocBoss will prompt users to choose specific reviewers for those roles each time a document is assigned to a card (for cards with the applicable routing scenario assigned).
Once complete, select Save to save the routing scenario configuration, and then select Save below the grid to apply to routing scenario to the doc code.
Edit routing scenarios
Routing scenarios can be edited from the Code List (Requirements) screen or the Card List screen by selecting the text in the Routing Scenario Details column.
After editing a routing scenario, users can choose one of three options to apply the changes:
- Update across entire project
- Save as new
- Just update this code (if selected, the routing scenario will display as Manual to show that it has been modified individually)
Routing scenarios can also be edited under the project’s routing scenario settings. In a project, (1) open the project menu and (2) select Set Up > Routing Scenario.
On the Routing Scenario Management screen, select the pencil icon under the Tools column to edit any of the routing scenarios available on the project.
This screen also allows users to add new routing scenarios or import existing scenarios from the instance list.
Add/edit routing scenarios for all new projects
Admin users can add or edit routing scenarios under the instance settings to apply to all new projects.
From the settings gear, navigate to Admin > Routing Scenario.
On the Routing Scenario Management screen, the grid displays the existing routing scenarios which will be available to use on all new projects.
To add a new scenario, (1) select Add Routing Scenario and complete the information. This is the same as adding a routing scenario directly to a project, with an additional field to select the affiliate which the routing scenario will belong to.
To filter routing scenarios by affiliate, (2) choose an affiliate from the dropdown at the top left of the grid.
To set a routing scenario as the default for a specific affiliate, check the Use as default box when creating a new scenario, or (3) toggle this option on/off for existing scenarios under the Default column.
To edit or disable a routing scenario, (4) select the icons under the Tools column.
