#Review Records Awaiting Approval

The manual approval workflow is detailed below:

1. Collect objects from content sources – If manual approval is enabled in a rule, after the Enforce rule actions job is completed, objects that meet the configured rule criteria will be collected and displayed on the Under review tab.

   An email notification will be sent to the corresponding record reviewers. By clicking the link in the email notification, record reviewers will be redirected to the My tasks > Records for review page to review records.

2. Record reviewers process objects – Record reviewers approve or reject the objects. Record reviewers can also reassign or escalate the objects to other record reviewers.

   *Note: If the role of a record reviewer is a standard user, the record reviewer can only process the objects that have been assigned to them.

   • If a record is approved, it will be moved to the Waiting for disposal tab with the Approved status.

   • If a record is rejected, it will be moved to the Disposal extension tab. When the disposal extension time reaches or when you remove the disposal extension, the record will be moved to the Waiting for disposal tab with the Rejected status.

3. Dispose objects in content sources – Manually run an Enforce rule actions job or configure a schedule to run Enforce rule actions jobs periodically. After an Enforce rule actions job is completed, you will find that:

   • The approved records in the Waiting for disposal tab will be destroyed and moved to the History tab.

   • The rejected records in the Waiting for disposal tab will be moved to the Under review tab and their status is routed back to Waiting for approval.

Specific Process for Connector

For Connector records, the manual approval workflow is detailed below:

1. Submit objects to AvePoint Opus using API.

2. AvePoint Opus automatically runs a Manual approval job (at any time from 10 p.m. to 4 a.m. each day). If manual approval is enabled in a rule, objects that meet the configured rule criteria will be synchronized to the Records for review > Under review page after a Manual approval job, and an email notification will be sent to the corresponding record reviewers.

3. Record reviewers configure the approval status for these objects.

4. Update the status of the approved records as disposed in AvePoint Opus using API.

5. AvePoint Opus automatically runs a Manual approval job (at any time from 10 p.m. to 4 a.m. each day). The approved records will be removed from the AvePoint Opus database.

Additional Operations

To search for a record, enter a partial of the record name or full record name in the search text box, and then press Enter on your keyboard. Search results are displayed.

You can click Filter above the table and set multiple filters to filter the records. The Filtered button will be highlighted after you set filter conditions, indicating that the current page has data filtered.

You can click Manage columns to have the desired columns displayed in the table. The configured filters and the selected columns can be kept so that you do not need to reset at your next login.

You can click a record name to view the general properties as well as the review details of the record.

You can adjust column widths for the columns displayed on the page. The customized column widths will be retained, so you do not need to reset them when switching between tabs or pages.

#Configure Approval Settings

On the upper-right corner of the Under review page, you can click Approval settings to configure settings for manual approval.

*Note: Settings for manual approval can be configured from either the Records for review > Under review page or the Approval processes page. Once configured, the settings will synchronize automatically, so there is no need to configure them on both pages.

Email Notification

Settings in this section determine how email notifications should be sent to record reviewers.

Task Reassignment

Settings in this section will work if the reviewer does not complete the task. It ensures that the manual approval process continues smoothly without delays due to inaction by reviewers.

Disposal Extension Settings

Settings in this section limit how record reviewers can extend disposal time when they choose to reject records during the review process.

Comment Will Be Required When

This setting determines whether record reviewers must provide a comment when approving or rejecting a record, and specifies the conditions under which a comment is required. For example, a comment will be required when record reviewers approve or reject records, only when record reviewers approve records, only when record reviewers reject records, or no comment will be required.

Configure Reasons for Rejection

You can enable this setting and then add reasons, so that record reviewers can select a reason when they reject a record during review.

To add a reason, click the Add icon and then enter a value; to delete a reason, click the Delete icon next to the reason.

You can set a reason for rejection as inactive by clicking the Disable icon next to it, preventing reviewers from selecting it when rejecting a record in the future. This inactive reason can still be used as a value when filtering records. You can reactivate this reason later by clicking the Enable icon next to it.

Customize Button Names

You can enable this setting and then customize the name of the Approve and Reject buttons displayed on the Records for review page > Under review tab.

Automatically Run an Enforce Rule Actions Job Every Day to Destroy Approved Records

You can enable this setting so that an enforce rule actions job will automatically start (at any time from 10 p.m. to 4 a.m.) every day to finally destroy the records approved on that day.

During this process, Opus will re-check if these approved records still meet the rule. For the approved records that no longer meet the rule, Opus will hide them from the Waiting for disposal list.

Set Task Duration for Users

Opus has integrated with MyHub (preview), enabling users to complete Opus approval tasks directly within MyHub (preview). You can set a task duration for users, indicating a time limit to finish their reviews once the tasks appear in their queue.

#Under Review

The Under review tab displays the objects that are currently awaiting approval. You can perform actions to process these records, and multiple sections are available.

Approve a Record

To approve the disposal action of an object, select an object, and select Approve. The object will be moved to the Waiting for disposal tab. The object with the Approved status will be destroyed in the next Enforce rule actions job.

Reject a Record

To reject the disposal action of the object and extend the disposal time, complete the following steps:

1. Select an object and click Reject.

2. Reason for rejection – Select a reason for rejection.

   *Note: This field will appear when the reason for rejection setting is enabled in the Approval settings configurations.

3. Comment for rejection – Enter a comment for rejection.

4. Select a time period – Select or customize a time range.

5. Disposal extended to – The disposal extension due date will be displayed and cannot be updated.

6. Click Reject. The object will be moved to the Disposal extensions tab.

7. When the disposal time reaches, the object will be moved back to the Under review tab.

Reclassify a Record

You can reclassify a record with a new term. To do so, select the desired record and click Reclassify. Select a new term from the tree, enter a comment for reclassification, and click Save. The record will be immediately removed from the Under review page upon successful reclassification.

Reassign a Record

To reassign the object to other record reviewers for review, complete the following steps:

1. Select an object and click Reassign.

2. Reassign to the following users or groups – Enter the names of users or groups as record reviewers to whom the object will be reassigned.

3. Send an emailnotification with the following comment – Enter a comment. The comment will be sent to the new record reviewers in the email notification.

4. Click Save.

Escalate a Record

To escalate the object to other record reviewers for review, complete the following steps:

1. Select an object and click Escalate.

2. Escalate to the following users or groups – Enter the names of users or groups as record reviewers to whom the object will be escalated.

3. Send an emailnotification with the following comment – Enter a comment. The comment will be sent to the new record reviewers in the email notification.

4. Click Save.

Process Objects in Batch

If you want to process all objects at one time, instead of scrolling through pages, you can click Select all records below the table, and then click Approve or Reject to process the records in batch. A Batch process records job will start, and you can navigate to Job monitor to view the job details.

If you want to process almost all objects at one time, you can click Select all records below the table, deselect some objects, and then click Approve or Reject to process the selected records in batch. A Batch process records job will start, and you can navigate to Job monitor to view the job details.

Export and Import Records for Review

For a large of records to review, you can export them to a CSV file, make actions offline in bulk, and then import the results via the CSV file:

1. Click Export. If a filter has been applied, only the filtered results will be exported. A download process will start in Download center. When the download process is completed, you can download the file by clicking Download.

2. Extract the downloaded ZIP file, and then you can find the records for review exported report.

3. In the CSV file, find the Approval status column, update the approval status of each record to Approved or Rejected, and enter a comment for your decision.

4. If the reason for rejection setting is enabled, find the Reason for rejection column, and then enter a quick rejection when you reject the record.

5. Click Import and then browse the CSV file. Make sure the CSV file that you want to import is less than 80 MB.

6. Before importing, you can click Retrieve to view your manual approval results. This feature is available only when the uploaded file is less than 20 MB.

7. Click Save. A job will start, and you can navigate to Job monitor to view the job details.

#Waiting for Disposal

The Waiting for disposal tab displays records that have already been approved or rejected by record reviewers.

To change your decision for an object, select the object, and then click Approve or Reject. The object’s approval status will be updated accordingly.

For objects that are part of an approval process, you can restart the process. To restart the approval process for an object, select the object, and then click Restart process.

If you want to restart the process for all objects, instead of scrolling through pages, you can click Select all records below the table, and then click Restart process to process the records in batch. A job will start. Note that records that are not part of any manual approval process will be skipped.

If you want to restart the process for almost all objects at one time, you can click Select all records below the table, deselect some objects, and then click Restart process to process the selected records in batch. A job will start. Note that records that are not part of any manual approval process will be skipped.

To export the waiting for disposal records, click Export. If a filter has been applied, only the filtered results will be exported. A download process will start in Download center. When the download process is completed, you can download the file by clicking Download.

#Disposal Extensions

The Disposal extensions tab displays the objects that have been rejected and are currently under disposal extension. When the disposal extension time reaches or when you remove the disposal extension, the object will be moved to the Waiting for disposal tab with the Rejected status.

To remove the disposal extension for an object, select the object, and then click Remove disposal extension.

To export the disposal extension records, click Export. If a filter has been applied, only the filtered results will be exported. A download process will start in Download center. When the download process is completed, you can download the file by clicking Download.

#Related Records

If an object that is waiting for approval has related records, the object will also be displayed under the Related records tab. In this tab, you can change the disposal action on an object’s related records.

In the Related records column, you can view each object’s related records, with one record per line.

In the Disposal action column, you can find the rule setting that determines what happens to an object's related records. If the setting is Destroy records and their related records, both the record and its related records will be destroyed. If the setting is Do not destroy related records, only the record itself will be destroyed, and the related records will remain intact.

To change the disposal action on the related records of an object, refer to the following steps:

1. Select an object.

2. Click Change disposal action.

3. Select or deselect Dispose records and their related records or Do not destroy related records.

4. Click OK.

To export the related records, click Export. If a filter has been applied, only the filtered results will be exported. A download process will start in Download center. When the download process is completed, you can download the file by clicking Download.

#History

The History tab displays the latest up to 1000 records that have been actioned in the last 3 months. To see more records, you can click Export history to export records that have been actioned within a defined time period. A download process will start in Download center. When the download process is completed, you can download the file by clicking Download.