ServiceXG Basics

Manage the WriterXG document approval process permissions

If you have a document management system, there is approval and rejection functionality for generated documents available prior to a document's final delivery. See Document review process. Anyone participating in the process will need security access and fund permissions.

Setup permission-based roles for the people responsible for each process action (approve, reject, preview and retract). Depending on your office procedure, this could be one or more people. An office might have one person that does the preview and approval, but isn't able to reject the document - that would be one role and the person with the ability to reject the document is another role. Before you create the roles, determine how you want your template approval process to work.

Fund level secured templates

Anyone in the process reviewing a template with fund-level security configured will need to have at least view access to that fund. See Fund Control for details on how to set up fund access. If there is no fund associated to the template, anyone with the appropriate role-based permission can view it.

Create the review access security roles

Each person involved in the review process will need permissions based on their role (e.g. viewer, reviewer, approver, etc.).

If you don't already have roles created for the documentation review process, create a role for each user type involved in your documentation review and approve process. Then, assign the role name to the users involved using the Authorization Profile Editor (see Update a profile for how to assign a role to a user's profile.). The roles might be different for each office depending on your setup, needs, and users. For example you might have one person that does the review, approve, and release process. In that case you would only need one role. Or you might need a role for view and another for approve, and yet another for release, and so on.

See Add or update user roles for detailed information on accessing and using the Authorization Role Editor function.

Go to: Home > System Administrator > Security > Authorization Role Editor

1. From the Authorization Role Editor, use the filter Contains option to find Document in the Function column. Look for the Manage Outgoing Document functions. Refer to Common features for details on filtering.

   

2. Create the necessary Role Name for each role that will review and approve documents on the Manage Outgoing Documents screen.
3. Set the access level to Delete for each feature (listed below) that applies to each role you create.
   • Preview—provides an unlimited number of previews to a sample of up to ten records in a document batch job to help determine if the batch can be released.

   • Reject—provides the option of rejecting a document or an entire batch job, preventing the document from being delivered to recipients or stored in the document management system. Documents are purged within a few minutes of rejection.

   • Approve—provides those approving the letters the ability to approve a document or an entire batch job, so that it’s released and delivered to recipients and stored in the document management system. Keep in mind that part of a batch can’t be approved, the entire batch is approved.
   • Retract—MemberXG integration only. When a document has been approved and has a status of Completed, it can be retracted. The document is withdrawn from the member portal, but based on the timing of the retract, there is the possibility that the member might still see it.

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