Documents - Approvals
Centralized approval document management
Documents Approvals module integrates document management with approval system, automatically stores attached documents to Approvals folder.
Access rights are automatically controlled: only requester and approvers can view documents.
Enable Documents for Approvals
Enable Documents integration in Approvals settings.
Steps
1. Go to Approvals → Configuration → Settings.
2. Find Documents section.
3. Enable Centralize Approval Documents option.
4. Select Approvals Folder to store documents.
5. Select Approvals Tags to auto-assign tags.
6. Click Save to save configuration.
Interface terminology
| English | Description |
|---|---|
| Approval Request | Approval request |
| Approvals Folder | Folder storing approval documents |
| Approvals Tags | Tags auto-assigned to approval documents |
Attach documents to approval request
Attach supporting documents or related documents to approval request.
Key points
• Documents are saved to configured Approvals folder.
• Tags are automatically assigned per configuration.
Steps
1. Go to Approvals → My Requests → New.
2. Fill request information: Category, Reason, Approvers.
3. Click attachment button (📎) to upload document.
4. Select file from computer.
5. Click Save to save request.
6. Document will automatically transfer to Documents.
View and manage approval documents
Access approval documents from Documents or from approval request form.
Steps
1. From Documents: Go to Approvals folder → view documents with Approvals tag.
2. From Approvals: Open approval request → check Documents Count field.
3. Click Documents Count to view attached document list.
Interface terminology
| English | Description |
|---|---|
| Documents Count | Number of documents attached to approval request |
Document access rights
Approval documents are secured with restricted access rights.
Key points
• Only requester and approvers can view documents.
• Others cannot access approval documents.
• Can share documents via link if needed (optional).
• Access rights are automatically controlled based on role in approval request.
Organize documents with folders and tags
Configure folders and tags to organize approval documents.
Key points
• All approval documents are saved in Approvals folder.
• Can create subfolders by approval type (Purchase, Expense, Leave).
• Use tags to classify by status (Pending, Approved, Refused).
• Configure default tags in Settings for auto-assignment.
Practical tips
Key points
• Require requester to attach supporting documents (quotes, contracts) when creating approval request.
• Configure separate folder for each approval type for easy management.
• Use tags to track document status (Pending, Approved, Refused).
• Check attached documents before approving request.
• Store approval documents for future reference when needed.