Review Page: Actions Tab
The Review page allows the user to view any files that require action and/or have been flagged for their attention. It is comprised of three tabular subpages: Review, Notifications, and Updates. The Review tab on the Review Page categorizes the documents that need review into four groups: Approvals, Publish, Acknowledgements, and Continued Suitability. Each section of the Review Page: Actions Tab are explained in detail below.
Approvals Section
When new documents or new document revisions are uploaded, the Advanced Settings Tab offers the ability to select the users, roles, and/or access levels that are required to approve new and future revisions of a specified document. Document approvers have the ability to preview the submitted document for content, quality, typos, etc. and approve or decline the document. When this feature is activated for new or revised documents, the requests for document approval will show on the Approvals List on the Actions Tab of the Review Page. The document approval function is, essentially, a voting system enabling individuals to vote to approve or decline the document and make notes of their reasoning.
The Approval List for a specific file is also accessible on the Actions Tab of the file's Details Page.
The user(s) listed as the owner(s) of a document requiring approval will see the file in the Approvals Section of the Review Page as a way to monitor the voting process for that document's revision.
The icons used in the Approvals Section are explained in the table below.
Approval Section Icon Explanations | |
Icon | Explanation |
| The check icon and number to the right identify the number of users that approved the file. |
| The clock icon and number to the right identify the number of users yet to approve to approve the file. |
| The X icon and number to the right identify the number of users that declined approval. |
| The thumbs up icon is used to approve the file. |
| The vertical three dot icon opens a context menu that is used to View Revision, Approve, View, Download, and Decline Approval. |
How To: Approve a File Submitted for Review
To approve a file that was submitted for approval, open the Actions Tab on the Review Page in the Documents Module from the Main Menu and click the vertical three-dot icon to the right of the file submitted for approval opening the Approvals Context Menu.
Select the Approve option, opening the Accept Revision Modal.
Clicking the thumbs up icon will also open the Accept Revision Modal.
You have the option to include a note regarding the revision being approved. Click the Accept button and a pop-up confirms that the revision was successfully approved.
Notes made when the file was approved are visible on the History Tab of the document's Details Page.
How To: Decline Approval of a File Submitted for Review
To decline a file that was submitted for approval, open the Actions Tab on the Review Page in the Documents Module from the Main Menu and click the vertical three-dot icon to the right of the file submitted for approval opening the Approvals Context Menu.
Select the Decline option, opening the Decline Revision Modal.
You are required to enter a note in the modal. Click the Decline button.
A pop-up in the footer confirms that the revision was successfully declined.
Publish Section
When a new document/revision is uploaded and requires approval, the users identified as the document owners will also see the file in their Publish Section. Document Owners can choose to publish or reject the revision at any point in time, once all approvers have reviewed the revision or earlier if desired.
Before a document is published, it is not visible to users. When a document is published, it goes live and is accessible to other users.
When a document owner elects to reject publishing, the document upload is cancelled. A document owner can make the required edits and upload the new revision for approval/publishing.
The icons used in the Publish Section are explained in the table below.
Publish Section Icon Explanations | |
Icon | Explanation |
| The check icon and number to the right identify the number of users that have approved publishing the file. |
| The clock icon and number to the right identify the number of users yet to approve publishing the file. |
| The X icon and number to the right identify the number of users that declined publishing the file. |
| The publish icon publishes the document. |
| The vertical three dot icon is used to open a context menu allowing to View Revision, Publish, Reject and Download. |
How To: Publish a Document/File
To publish a file submitted for approval and make is visible to others in your organization, go to the Review Page in the Documents Module from the Main Menu. Scroll down (if needed) to the Publish Section on the Actions Tab.
Click the Upload Icon to publish the document or select the Publish option on the context menu made visible by clicking the file's vertical three-dot icon.
This opens the Publish Revision Modal, which allows you to include an optional note that will be visible on the History Tab of a document's Details Page.
After adding any relevant notes, select the Publish button.
A pop-up confirms that the revision was successfully published.
How To: Reject a Document/File and Prevent Publishing
To reject a document/file that has been submitted for publishing and cancel its upload to KAStrack, open the Actions Tab on the Review Page of the Documents Module from the Main Menu. Click the vertical three-dot icon to the right of the file you want to decline, opening the Publish Context Menu.
Select the Reject option, opening the Reject Revision Modal.
A note regarding the rejection is required. After including your note, select the Reject button.
A pop-up confirms that the revision was successfully rejected.
The notes regarding the rejection are visible on the History Tab of the document's Details Page.
Acknowledgements Section
When new documents or new document revisions are uploaded, the Advanced Settings Tab offers the ability to select the users, roles, and/or access levels that are required to acknowledge the new/revised document. When this feature is activated, the requests for document acknowledgement will show on the Acknowledgements List on the Actions Tab of the Review Page.
The icons used in the Acknowledgements Section are explained in the table below.
Acknowledgement Section Icon Explanations | |
Icon | Explanation |
| The check icon and number to the right identify the number of users that have acknowledged viewing the file. |
| The clock icon and number to the right identify the number of users yet to acknowledge they have seen the file. |
| The check within a circle icon allows the user to acknowledge the file. |
| The vertical three dot icon opens a context menu with the options to Acknowledge, View, and Download. |
How To: Send an Acknowledgment Reminder Alert for a Document/File
To send an acknowledgement reminder alert for a specific document, open the Home Page in the Documents Module on the Main Menu and navigate the repository to find the document you want to send an acknowledgement reminder for. Click the vertical three-dot icon to the right of the file opening the file's context menu and select View.
This opens the file's Details Page. Open the Details Tab.
Click the Send Acknowledgement Reminder Alert link in the Acknowledgers Section opening the Send Reminder Alert Modal.
You have the option to add a custom note to the email alert reminder that will be sent to all accounts that have not yet acknowledged the document.
The email alert being sent will include a link that can be utilized to acknowledge the document.
Continued Suitability Section
When new documents or new document revisions are uploaded, the Advanced Settings Tab offers the ability to require future review of the document by a document owner. When this feature is activated, the documents requiring review will show in the Continued Suitability List on the Actions Tab of the Review Page.
The icons used in the Continued Suitability Section are explained in the table below.
Continued Suitability Category Icon Explanations | |
Icon | Explanation |
| The check within the circle icon indicates that user affirms suitability. |
| The vertical three dot icon opens a context menu with the options to Affirm Suitability and Download. |
How To: Affirm a Document/File's Suitability
To affirm a document/file for Continued Suitability, open the Actions Tab on the Review Page in the Documents Module from the Main Menu.
Scroll down to the Continued Suitability of the Actions Tab. Click the vertical three-dot icon to the right of the file to open the Continued Suitability Context Menu and select the Affirm Suitability option.
This opens the Affirm Suitability Modal which asks the user to confirm that the document continues to be suitable purpose.
The Next Review Date is stated and can be edited from the modal. Comments can be entered in the Notes textbox.
Select the Confirm button.
The comments made when the document is affirmed can be seen on the History Tab of the file's Details Page.
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