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Versioning and approving of documents

In NorthGRC, it is possible to create a version of a document and request that one or more users approve it.

Document versioning

When a document is created, it will start as a draft:

The draft is the first 'version' of the document, which can be edited. Once you are done editing, you can create a version by clicking on Draft and then Create new version:

 

Next, the version must be assigned a version number. The system will suggest 1.0 by default, but you are free to edit the version number:

 

The version has now been created. Versions of documents cannot be edited. If you wish to make further changes to the document, you must navigate back to the draft. Any changes you make will not be included in version 1.0 but will be part of the next version you create. Therefore, it is a good idea not to create a version until you are confident that no further edits are needed.

You can switch between versions and the draft by clicking on the versioning menu:

New versions are created in the same place as version 1.0:

 

If you want to delete a version, you can do so by clicking the three dots and then selecting Delete this version:

 

Approval of documents

When a version of the document has been created, it can be sent for approval by one or more people.

The approval process is started by clicking Request approval:

Next, a new window opens where the approval is created. In the image, you can see:

  1. Who the approval should be sent to. You can add one or more individuals. Teams can also be added so that all team members are asked to approve the document.

  2. Whether the person should receive an email notification that they have been asked to approve a document. If the checkbox is removed, the notification field will disappear.

  3. The subject line of the notification email.

  4. The content of the email.

  5. The deadline for the document.

  6. Whether only a single person needs to approve the document or all recipients must.

  7. The labels you can use in the email notification.

The last button at the bottom of the screen, called Approve now, can be used to approve the version immediately. This requires that you are the owner of the document or have the Document Manager role.

When you have finished filling in the information, you can click Next:

 

You will then be shown a list of who will be asked to approve the document. Double-check that the correct people are included, or if anyone is missing, before clicking OK to submit the request:

The person or people who have been asked to approve the document will receive a notification about it by email:

In the email, you can click the link to be taken directly to the document that needs to be approved.

In the planning wheel, a task will also appear for the person who needs to approve the document:

Inside the task, there will be a link that takes you directly to the document that needs to be approved:
 
 When the approver opens the document, they will see that they have the option to either reject or approve the document: