[Workflow documents] To add recipients/observer to a document
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STEP 1 Browse to the Draft Docs / Approved Docs Page
- Access Docswave > Workflow > Workflow documents > Draft Docs
- Access Docswave > Workflow > Workflow documents > Approved Docs
- Browse to the page according to the classification of the document you want to modify the recipient, observers, etc.
STEP 2 To add recipients, external recipients, and observers to a document
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Click the document name to go to the viewing screen.
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You can add recipients, external recipients, and observers by selecting the first process tab on the right.
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You can add people outside your organization as recipients by clicking the gray person icon to the right of recipient.
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External contacts can be added from the Org Info > Shared Contacts menu. Only contacts that are added to a shared contacts can be added as external recipients.
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You can add an organization member as an internal recipient by clicking the white person icon to the right of the recipient.
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Additional members of the organization can view the document in Workflow Documents > Received Docs.
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You can add an organization member as a observer by clicking the person icon to the right of the observer.
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Additional members of the organization can view the document in Workflow Documents > Observed Docs.
STEP 3 Adding a receiving department, an observing department to a document
- Click the document name to go to the viewing screen.
- You can add a receiving department, an observing department, by selecting the first process tab on the right.
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You can add the desired department as a receiving department by clicking the Chart appearance icon to the right of the receiving department.
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Department members in the added department can view the content in Workflow Documents > Received Docs.
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Department members who have changed from the department to another department cannot check the contents after moving.
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You can add the desired department to the observing department by clicking the Chart shape icon to the right of the observing department.
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Department members in the added department can view the content in Workflow Documents > Observed Docs.
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Department members who have changed their affiliation from one department to another cannot check the contents after moving.
STEP 4 To delete recipients, observers from a document
- Click the document name to go to the viewing screen.
- You can delete recipients, observers, receiving departments, and observing departments by selecting the first process tab on the right.
- you can delete it by clicking the x-shape next to the name added at the bottom of the Recipients, and Observer.
- you can delete it by clicking the x-shape next to the department name added at the bottom of the receiving departments, and observing departments.
- Deleted members of the organization and department will no longer be able to view the document.