Electronic Document Approval Overview (Press the Spacebar to Continue)

An email is sent with the “Document to Be Approved” for the receiver to review with voting enabled. Here is an example in the Inbox.

Sample of email with “Document to be Approved” and voting option enabled.

Review the “Document to Be Approved” and click on this bar to Approve/Reject the document.

You will be prompted to select Approve/Reject

Then this will pop up. You can send a message with your response or just send the Approve/Reject selection.

A response with the vote is written just like a regular email.

If the email is opened, the window will look like this If the email is opened, the window will look like this. You can click on Approve/Reject in the corner after you have reviewed the “Document to Be Approved”.

You will still have a choice to send a message with the Approve/Reject response.

The sender will get a reply like this The sender will get a reply like this. The bar at the top of the response tells the sender the choice that was made.

Here is a reply with a note.

Also, notice the “Tracking” tab in the upper left. The sender will keep the original message which will have an original copy of the “Document to Be Approved” attached to it. Also, notice the “Tracking” tab in the upper left.

The original message makes a list to track all of the responses to the voting. The responses with the time and date stamp are copied and pasted into the “Document to Be Approved”. It would then be placed in the “Approved and Released” file of the QMS and published as an “Approved” document.

The entire Outlook message with the original “Document to be Approved” and the tracking of the votes can be saved to a file and put in a folder as a record of the document’s approval.