This guide walks you through the process of assigning and managing review and approval tasks for documents within the Policy and Contract Workspace. From selecting and setting up a document to assigning reviewers, and approvers, this step-by-step guide will help you navigate the task management features. By following these instructions, you can streamline your workflow, ensuring that your policies and contracts go through a structured process of review, and approval.
Navigate to the Workspace:
On the homepage, select Policy and Contract Workspace.Open the Dashboard:
Click on Dashboard.Select the Document:
From the Dashboard, choose the document you want to set up
Edit Details:
Navigate to the Details tab.
(Note: Only System Admins and the assigned Policy Owner can edit the details.
Assign Tasks
Scroll down to Assignments
Assigning Review Tasks:
Once all contributors have completed their tasks, the document will automatically move into the review state, triggering review tasks for the assigned reviewers.
Click the Pencil Icon(edit):
To assign reviewers, click the small pencil icon next to the Reviewer section.
Add Reviewers:
In the pop-up window, you can add groups or individuals as reviewers.Start typing the group or individual’s name and select the correct one from the list.
Note: Reviewers will have annotation rights during the document’s review stage.
Tips: You can edit the entity groups in GRC List on the left hand of the navigation bar.
Enable Edit Rights (Optional):
If you want reviewers to have the ability to edit the document text, check the box next to Enable to edit the Policy text.Set Task Deadline:
Specify the number of days the reviewers will have to complete their tasks by filling in the Days to Complete field.Edit Task Description:
Provide clear instructions or expectations by modifying the task description.Click Next
Assigning Approval Tasks:
After the review phase, the document will automatically transition into the approval stage, where approval tasks are assigned to the selected approvers.
Click the Pencil Icon(edit):
To assign approvers, click the small pencil icon next to the Approver section.Add Approvers:
In the pop-up window, add groups or individuals as approvers.Start typing the group or individual’s name, and select the correct one from the list.
Note: Approvers have annotation rights to the document during this stage.
Tips: You can edit the entity groups in GRC List on the left hand of the navigation bar.
Enable Edit Rights (Optional):
If you want the approvers to have the ability to edit the document text, check the box next to Enable to edit the Policy text.This allows the approvers to make final changes before giving approval.
Set Task Deadline:
Specify how many days the approvers will have to complete their task by filling in the Days to Complete field.Edit Task Description:
Modify the task description to provide clear instructions or expectations for the approvers.Click Next
If you have any questions or need additional support, please feel free to reach out to BoardX Support for assistance. We’re here to help ensure that everything runs smoothly.