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Assigning Approvers (Properties Wizard)

You must assign at least one approver to a document or questionnaire.

Approvers are usually management or executive level users who give their approval to publish the final draft of a document/questionnaire. They are considered an organization's top-level approving authority and typically have legal responsibility for what they approve.

In the Approvers step, first check to see if the template included approver assignments. In the example below, the template automatically added two approvers. The approver assignment marked with is required, meaning that you can't remove it. The other approver assignment is optional and can be treated as a suggestion. To remove an optional approver assignment, click it, and then click .

If your PolicyTech system has multiple sites, do one of the following.

Leave the default site selection to select approvers from the current site.
Under Site, click , select a different site, and then click OK.

Under Site, click , select Allow multiple selections, select two or more sites, and then click OK.

Important: If you will be assigning approvers from other sites, see Assignees and Site Access before doing so.

Select one or more approvers.

Note: A list of approvers within the selected site or sites is displayed by default. (If multiple sites are listed, expand a site to see and select individual approvers.) To use another selection method, see Other Ways to Select Approvers.

(Optional) Set a due date for when approvers should be finished. See Setting Due Dates for Writing, Review, Approval, and Assignee Tasks for details.
(Optional) By default, all assigned approvers must complete their tasks before the document/questionnaire moves on in the workflow. Alternatively, you can set a minimum number of approvers of those assigned and have the document/questionnaire moved on in the workflow as soon as that number of approvers complete their tasks.

In the right pane where approver selections are listed, click , select Require [X] Users, type a number, and then click OK.

Note: If a group is included and is both inherited from the template and designated as required, users within the group are counted individually toward the Require number. For example, suppose that, on a particular approver level, there is one individually assigned approver and a required group inherited from the template containing three approvers. If you set the Require number at 2, either of the following would complete the level: the individually assigned approver and one user from the required group accepts the document/questionnaire; two users from the required group accept the document/questionnaire.

(Optional) As you assign approvers, they all receive tasks when the document/questionnaire goes to Approval. If you want the document/questionnaire to go to approvers in a specific order, create additional approval levels. See Working with Levels for details.
(Optional) Click Advanced Settings, and then click Add Note to include instructions or other information for the assigned approvers. See Adding Notes for Writers, Reviewers, Approvers, and Assignees for details.
Do one of the following:

To continue with assigning properties, click Next Step, and then go to Designating Assignees.
To stop assigning properties and finish later, click to the right of Submit for Review, and then click Save and Close. (When you are ready to continue with assigning properties, go to Editing a Draft Document.)

If this is a document and you want to work on its content, click Edit Document, and then go to Writing a Document.
If this is a questionnaire and you want to work on its content, click Edit Questionnaire, and then go to Adding Questions and Answers to a Questionnaire.