ServiceXG Basics

Document review process

Prevent the wrong letters from being printed, stored, or sent to members with a document review, approval, reject, and retract process (retract is only available with a MemberXG integration). You could use this process for training, spot checking document batches before printing, troubleshooting, and more. You must have a document management system to use this process.

Steps to use this process include:

• Security—approval, reject, preview, and retract permissions need to be set for anyone involved in the approval process. You decide who is authorized to approve, reject, preview, and retract the documents and how the process works. Each person involved needs the appropriate permissions and fund access. See Manage the WriterXG document approval process permissions.
• Configuration—documents need to have a configuration setting changed to be included. Determine when and which documents will be included in the review process and update the configuration setting. Keep in mind that once a document is configured to be part of the approval process, there are output impacts and limitations. See Configure a template for information on the configuration setting.
  • Any templates included in the approval process are delayed until they are approved.
    • Delivery instructions set for a template are impacted.
    • Any associated correspondence records won't be updated until the document is approved.
  • There is no notification that a document is ready to be approved or that it was rejected.
    • Someone will need to monitor the Managing Outgoing Documents queue.
  • The operator generating a document included in the approval process receives no notification a document is being held. A document might be expected to print or be delivered by a scheduled time.
  • If you reject a document that is part of a batch, the entire batch is rejected.
  • If you reject a document or a batch that's part of a process for example a check run, you'll need to re-run the process.
  • Until a document is approved, it won't display in a member portal. If it's not approved, it won't display.
• Managing Outgoing Documents—this is the queue to monitor, preview documents, and make a determination for the included review documents. The actions available depend on the document status and your security and fund permissions.
  • Preview—Preview a document or a sample of up to ten records in a document batch. Preview won't be available if a document’s status is Pending Load status The document hasn't finished loading into the document management or archival system yet. or Rejected.

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

  • Approve—Approve a document or an entire batch job so that it’s released and printed or delivered to recipients and stored in the document management system.

    For batch jobs, keep in mind that you can't approve just part of a batch (some documents and not others), you can only approve or reject the entire batch.

  • 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. Based on the timing of the retract, there is the possibility that the member might still see it.

Access the Manage Outgoing Documents screen

Home > Administration Processes > WriterXG > Manage Outgoing Documents

1. The history defaults to today. Select the time-frame to view from the Show History From list (Today—All time).
2. Click the table row to update the review options available to you (Preview, Approve, Reject, or Retract—MemberXG integration only). The options that are enabled are based on your security and fund access or the document's status.
   • The review options won't be activated until the generated documents are available in the document management system (the Status isn't Pending Load).
   • If you have MemberXG and a document was retracted, no options will be active.
   • To preview, approve, reject, or retract a fund-associated template, you must have access to that fund.
     • Anyone can view a template as long as they have appropriate role access and access to the fund associated with the template.

SEE ALSO