Notifications

When you have a document pending approval, you will: 

• Find the document on the Home page in My Pending Approvals.
  If you have no pending approvals, this section is not present on the Home page.

• Receive an email notification about the required approval.
  If you have the option Receive WF Emails in the User Admin section disabled, there is no email notification, but you will still find the document on the Home page.

Approvals in Application

To approve a document in Pricefx:

1. In My Pending Approvals on the Home page, open the given document by clicking the document's name or label. The detailed view of the document opens on the Workflow tab.

2. In the Workflow table, you will see all of the steps belonging to the approval workflow and their names, assigned approvers, status etc.
   The step which requires your approval is highlighted in bold face. If there are any comments added, click into the Comment column to display the full comment.

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3. Before you perform the approval/denial, you can add another approval/watcher step. For details see Manage Approver/Watcher Steps.

4. Click the Approve or Deny option at the end of the row.
   With the denial you may have to select a denial reason or the workflow step to which the workflow returns (provided that these features are configured).

Approvals by Email

Documents can also be approved via emails which the approvers receive during the execution of the workflow. The email message for the approver contains URL links which can be used to approve/deny the document directly from the email. The link in the email body takes the user to a page with a text box for a comment and an Approve or Deny button. Comments can be made mandatory by the .withMandatoryComments method.

The approval links in the email are personalized: if there is an approval group with 2 members there are two emails sent with two different links. The authentication is in the link. So if, for example, the email is forwarded, it will record the original recipient. The link itself is a one time token and so there is no login. This affects e.g., whose name is recorded in the workflow history, for detail see this Knowledge Base article.

 UTF8-mb4 “characters” such as emojis are not supported in submitter comments.

Withdrawal

Whoever submitted a document can also withdraw it from the approval workflow. This action terminates the document's workflow. If you want to send it for approval again, you need to re-submit it (and have a new workflow generated).

The Withdraw button is available for documents in the Submitted state and only for the document submitter or the Workflow Admin.

My Assigned Workflows

If you want to see all of the active workflows where you were involved, go to the User menu and select My Workflows.

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