Grant users the ability to approve and publish documents

Here, we mention the profile settings required to approve & publish documents. We will also show where in a category you assign the users who have permission to approve & publish.

To enable users to approve and publish documents in AM System, two key configurations are required: profile settings and category settings.

Profile Settings

Publishing a document involves two steps. The functionality is divided into two different profile settings since not all profiles should necessarily be able to complete both steps independently.

For example, some profiles may only be allowed to submit documents to the organization without having the ability to approve them for publication.

You can find profile settings under: Administrator » Profiles » Selected Profile » Documents Tab

Step 1. Publishing rights

dokument_publicering_eng If a profile has the settings to (B) Submit documents to the organization and revise documents/templates and (C) Approve and publish documents, the user can both submit documents for approval and approve documents themselves. To be eligible to approve documents within a category, the profile must have at least the (C) Approve and publish documents setting enabled.

There is one more setting that affects the ability to publish documents—category settings.

Category Settings

You can find this function under Documents » Navigate » and within each respective category.

Step 2: Approving and Publishing Documents

In addition to the profile settings mentioned above, as an administrator, you also need to be aware of the category settings.

Every category in your system has a Approve and Publish Documents setting. Under this setting, you determine who is authorized to approve documents for publication in each specific category.

In the example on the right, we see that users Harry HC and Kim E can approve documents in this category. However, this does not necessarily mean they can independently create and publish a document.

To do so, they also need the profile setting: Submit documents to the organization and revise documents/templates, as mentioned above.

When you access the Approve and Publish Documents function, you can set access in one of the following ways:

Inherited – Inherits the setting from the nearest parent category where Approve and Publish Documents has been configured.
Everybody – All users with the Approve and Publish Documents profile setting can approve and publish documents.
Nobody – No one has the right to approve and publish documents in this category.
Specific Users – Select specific users (as shown in the example above) who will have the right to approve and publish documents. Here, you can only select users who already have the Approve and Publish Documents profile setting.