This article documents the updates to system notifications when a document approval workflow is enabled.
When a campaign item requires approval before the final document is released, the End User's workflow will remain the same throughout the document customization process. When the End User clicks the Finish button, the following workflow changes will take place:
The Print Document Success Page with Approval Required - Pending Status
- Success message changes to "You have successfully created the following document(s) which are PENDING APPROVAL."
- The document thumbnail on the success page will display the PENDING watermark which has also been applied to the PDF document.
- The Download button will appear and work as set in the Campaign Item Management area; however, the PDF will be low resolution and will have a PENDING watermark that will prevent the End User from using it for printing.
- If the permission to share documents is active on the End User's role, the Share button will be available; however, the document will not be shared until it is approved.
- The Order button that would normally appear will not be available.
The Manage Documents Page with Approval Required
Pending Status
- The document status will be Pending instead of Approved.
- The Download button will appear and work as set in the Campaign Item Management area; however, the PDF will be low resolution and will have a PENDING watermark that will prevent the End User from using it for printing.
- The shopping cart icon will not be available.
After the document is reviewed, the End User will receive an email notification that the document has either been approved or requires changes, and the following workflow changes on the My Documents page take effect:
Approved
- The document's status on the My Documents page will change from Pending to Approved.
- The Pending watermark will be removed from the PDF and a high-resolution version of the document will be available for printing.
- If applicable, the shopping cart icon will appear and the document will be available to order from the My Documents page.
- The user will receive an email notification that their document has been approved (or approved with changes if the administrator has made changes to the document).
Changes Requested
- The document's status on the My Documents page will change from Pending to Revise.
- The document will have a pencil icon on the My Documents page; clicking the pencil icon will allow the End User to edit the document and resubmit it for approval.
- The Download button will appear and work as set in the Campaign Item management area; however, the PDF will be low resolution and will have a PENDING watermark that will prevent the End User from using it for printing.
- The shopping cart icon will not be available.
- The user will receive an email notification that their document requires revisions. The email will include a link to the document.
- The user will go in and make the requested updates and the revision workflow begins again.