Setting-up Report Approval
You can use Report2Web functionality with your output by publishing it to the Report2Web server. Not only does this lessen the load on the central Redwood Server, it also allows you to take advantage of the reporting tools that Report2Web has to offer. One of which is the document approval. Document approval allows you to define approval routes where a document has to be approved by one or more users before it is made available to other users. You set the reviewer(s) on a folder, any document that is published into that folder is then presented to that user for approval, following the approval, the document can then automatically be moved to another folder for a second approval process; the approval process can be repeated.
You usually specify at least three folders; note that the names here are used for illustration purposes only, you may freely name the folders, provided they are legal folder names, see the Report2Web documentation to find out which characters are allowed in a folder name.
- Incoming - where new reports are published from Redwood Server, this is the folder on which you set the approvers
- Approved - where approved reports are stored
- Rejected - where rejected reports are stored
You can create a process flow, moving or copying the file to another folder once it has been approved or rejected. You configure this in the Approver Rules on the folder, you can also edit existing Approver Rules by navigating to Settings > Approver Rules.
More details can be found in the Report2Web Administration Guide.
Security Requirements
The ability to create and edit Approver Rules requires that the logged in user is associated with a Report2Web Security Role that includes the Manage Approver Rules authorization as well as having Read Content Access on the targeted folder(s) on which the rule will be applied.
For a user to participate in the approval process, they must be associated with a Report2Web Security Role that includes the Approval Participant authorization as well as having Read Content Access on the targeted folders(s) in which the individual action items will reside. The exception to this case is the Super Approver authorization, which grants Members the ability to oversee all document approvals and take action on them regardless of who the Pending
Prerequisites
- E-mail must be configured for Report2Web
- The Report2Web license must have
FPA=true
Procedure
Create a Folder and Approval Rules
- Connect to the Report2Web server with a user with sufficient privileges.
- Choose Add Folder from the context-menu of the catalog (upper-most node) and fill a name in to the Folder Name field.
- Choose Approver from the context-menu of the folder.
- Choose Add and select the user who is to approve reports and choose Next..
- Select a Participant, a Status, and an Action.
- Repeat the above steps so that you have rules for Accepted and Rejected reports.
- Choose Finish when you are done.
Edit existing Approval Rules
- Connect to the Report2Web server with a user with sufficient privileges.
- Navigate to Settings > Approver Rules.
- Choose the folder for which you want to edit Approver Rules.
- Choose Finish when you are done.