FlinkISO QMS Software
Ver 2.x QMS User Manual

Approval Process

Approvals

A user, who is not an admin or HOD or Approver, can not publish any record in the QMS system without it is being Approved by Authorised Users. Every Custom Form created within the QMS Sysyem inherits application's Approval System by default.

Every Custom Form created will always have Approval Panel at the bottom. A user whichout approving authority will see the Approval panel as below.

qms record approval panel

A user who is either admin or HOD or Approver will the Approval Panel as below

qms record approval panel for admin

Note:

Admin/HOD/Approvers may or may not send any record created to any other user, however, if the process requires them to send the records to some other user for apprval, they can manually do so from the Approval Panel, by selecting another Approver and not Publishing the record.

Approval Mode

Sender can chose the appoval mode & type while sending any record for the approval. If the mode is View Only, Approver will be redirected to View Page of the Record, where approval will see the record and choose next action. In the mode it Edit, then Approver will be sent to Edit Page of the record, where Approver can make neccessory Edits to the records and perform the next action.

qms record approval mode & type

Approval Type

If Approval type is Any, any of the approver can approve and publish the record. If Approval Mode is All, then everyone in the Approval Process who are in a loop must approve the record.

Sending Record For Approval

Whenever user is adding any record, Approval Panel will be dsiplayed at the bottom of the record. You can select approver/s add his/her comments and click submit.

sending qms record for approval

Note:

System will automatically generate the approvers list
Users/Employees marked as Admins, HODs, Approvers will be listed in the list
Users can chose any of the available appervers as per the process defined by the organization

Dashboard Notification

Once the record is sent for the approval, approver, to whom the record is sent, will get the email notification on his/her email address as well as it will be shown on the user's dashboard under Approval panel.

QMS Dashboard Notification

When user clicks on "View", record's view page will open. At the end of the record, Approval Panel will be displayed. User then chose to respond by either approving the record, rejecting the record or sendinf the record back to the preparer.

Customer View

Note:

Select "Approved" if you want to approve the record. It will publish the record and sender will receive an email stating that record is approved & pubished.

Chose either Pending if you want to send the record back for reasons like, incorrect or missing data or additonal explaination required etc.

When the response is received, it will be available on user's dashboard under "Approval Responses" panel (and not under "Approvals" panel).

Customer View

Click on View to goto the record for addtional actions. This will open the View page or the record. At the bottom of the page, Approval Response Panel will be available. User can add his/her reply and click Respond

Approval Reply

Reponse & Reply cycle will continue as long as record is Approved or Rejected.

Approval Reply

Response / Reply Thread

Approval Reply

Approved Record

Approve Record

Note:

When someone wants to approve the record, that user MUST select the Approved Checkbox to mark the record as approved.

Which the user checks the approved checkbox, system will add that user as "Approver" and will publish the record automatically.

Sender will get the email stating that the record is approved.


Next : Document Management



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