You can send a file to other users for information or approval. For example, you may need the employees to review instructions and internal orders, or a manager to approve a statement of work or presentation.
You can send a file to several colleagues at once. Each of them will be tasked with reviewing or approving the document. A review or approval sheet will be automatically generated on the file page, where the resolutions of all users will be displayed.
Information
To send a file for information, click 
at the top of the page and fill in the fields in the opened window.
- Recipients. You can specify several people as recipients at once. To do this, click the magnifying glass icon and select users from the list or start typing a name in the search field.
- Assign a task and create a list of informed users. The selected users will receive a new review task in the My tasks, and a List of informed users will appear in the panel to the right of the file. By default, this option is enabled. If you deselect this option, the selected users will receive a notification containing a link to the file in #ActivityStream. The list of informed users will not be generated.
- View before. You can set a deadline by specifying a date and time. If the deadline is set, the scheduled event will appear in the performer’s calendar.
- Comment. Specify additional information about the file or task.
Next, click Send.
To the right of the file in the List of informed users, the performers who have been tasked to review the file are displayed. A question mark next to the user name means that the employee has not yet completed the task.
If a document is sent for information to a large number of employees, you can quickly view the list of users who have not yet completed the task. To do this, click the All participants link and filter the lists.
You can download the list of informed users to your computer in .xlsx format by clicking on the 
icon next to the name of the workspace.
Approval
Click the 
icon next to Submit and select the Send for approval option.
Select the approvers and specify the date by which the document should be reviewed. You can send the file either to one colleague or to several. In the first case, simply select a name from the drop-down list and click Send.
If the document will be reviewed by several people, you need to set the logic of approvals.
- Select the approval type:
- Parallel. The file is sent simultaneously to all employees specified in the Approvers* field. Select this option if the approval sequence is not important.
- Sequential. The file is sent for review first to one employee, and after they make a decision—to another employee. The approval process will not move forward until the first employee approves or rejects the file.
начало внимание
The employees receive the file for review in the sequence in which the Approvers field was filled out.
конец внимание
- Define the behavior of the system when the first rejection occurs:
- Interrupt. After someone does not approve the file, the process will be interrupted and a Rejected resolution will appear on the document/app item.
- Continue. Even if someone on staff does not approve the file, the process will continue, but a Rejected resolution will still be issued.
- After setting up the approval logic, click Send.
All employees specified as approvers will be assigned a task to review the file. If the Approve via email option is enabled in the user profile settings, the employee will also receive a notification about the new task to the email linked to their account. In the email, they will be able to review the file and make a resolution without going to the ELMA365 interface.
Once the task is set, the workspace of the Approval sheet will appear on the right panel of the file preview page. In it, you will see a list of people reviewing the file and their resolutions. Until an employee makes a decision, a question mark icon will be displayed next to their name.
If a document is sent for approval to a large number of employees, you can open the list of users and filter it by resolution. To do this, click the All participants link.
When the file approval process is complete, you will see the final resolution in the panel on the right.
You can download the approval sheet to your computer in .xlsx format by clicking on the icon next to the name of the workspace.
Archive of information/approval sheets
A certain version of a file is sent for information or approval. When one of the employees adds a new version, the current list of informed users/approval sheet is archived. The archive is available to all users and is displayed in the panel to the right of the file.
Sheets can be restored from the archive. Let’s look at an example of when this might be needed.
An employee sends a file for approval. The approver reviews it and adds comments, and then uploads a new version.
In this case, the sheet will go to the Archive with the Rejected status. When trying to complete the process, the approver will see a message that the approval has been interrupted.
To finalize the approval, the sheet should be returned from the archive. To do this, open the archive to the right of the file and click on the arrow next to the sheet name. Then perform the approval task.
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