Drafter

Monitor Request Progress | PDF | Video

Endorser / Approver

Endorse, Not Endorse Request | PDF | Video
Final Approving Authority Approve Request | PDF | Video

Coordinator

Create Approval Template | PDF | Video

Head


Secretary

Receive email notification | PDF

General

Monitor Request Progress | PDF | Video
Email Notification Setting | PDF | Video

FAQ

1. How do I get an account to access Document e-Approval system?

Please contact your OU coordinator to setup the account permissions for you.

2. Does the Document e-Approval system support accessing using a mobile device?

Document e-Approval support running in Android or IOS mobile browser. For the best experience, please access the system using a desktop browser.

3. Does the Document e-Approval system support multiple coordinators?

Multiple coordinators can be setup for each OU.

4. I am trying to add an "Approving Authority" but there is no data on the screen.

Please try entering the keywords CNA / Name in the Approving Authority field. The system will display the user name for selection.

5. When the coordinator creates a user account. What is the role assignment for the "Endorser" and "Approving Author" in the approval path?

The "Approver role" can be assigned to "Endorser" and "Approval authority"

6. Does the document e-approval system support the request submitter to assign people to follow up on the task after the request flow has been completed?

Document eApproval is primarily used for process document flow and approval. It does not currently support job assignment and processing.

7. Can I access the Document e-Approval system via the Internet?

The Document e-approval system can be used over the Internet, protected by 2FA.

8. An authorised user wants to download the report of completed records created by a person who has left the OU. However, he/she is not a participant in those records and does not have access to the record.

Participants in the record approval path can view/download the report after the record has been completed. The coordinator can transfer all the leaver's approval records to another colleague before the colleague leaves the OU using the Transfer" function.

9. Who can see the "Restricted Information" entered by the Endorser (e.g. Endorser A), regardless of whether the workflow is completed or not?

Only the participants who come after e.g. Endorser A in the approval path can see Endorser A's "Restricted information".

10. Drafter creates a new request, selects "Amend Approval Path" and then adds a participant. Drafter cannot select the "Comment only" option. Only the "Endorse" or "CC" option is available.

If the "Drafter" creates a new request and then selects the "Amend approval path", there is only an "Endorse/Approve" or "CC" option for the drafter to select.

The "Endorser" can choose "Endorse", "Comment only" and "CC" when using "Change approval path" during the approval process.

11. How long will the "Confidential file with personal data" be kept before it is automatically deleted by the system?

Confidential files containing personal data are automatically deleted after the approval process has been completed in 30 days.

12. As an approver in the system, may I submit a new request to the system?

To submit a new request, the user must have the "Drafter" role assigned. It is possible for the coordinator to grant the "Drafter" role to a user who already has the "Approver" role. Moreover, the system allows all users to hold multiple roles at the same time, if necessary.

13. How to withdraw a request?

The Drafter selects the request record on the home page under the "In progress" section and clicks "View" button. Then enter the comment in the Part V Response section and click the Withdraw button and confirm to withdraw.

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