This article explains how to read and approve or reject an e-document sent to you. Employees with the View E-Document Approval permission do this.
Before you start
You receive an email when a document is sent to you.
If the document was sent with Timestamp, the confirmation code arrives by SMS to the phone number registered in the system; make sure your phone number is up to date.
Step by step
In the left menu, go to Mine > My e-documents. The documents sent to you are listed with the Teamso E-Document, Timestamp and Status columns. The tabs above the list (All documents, Waiting for approval, Approved, Rejected) show the document counts; click a tab to filter the list by that status. The search box searches the document name; the Timestamp filter lists only documents with (or without) a timestamp, and Sort or a click on a column header sorts the list. If documents are waiting for your approval, a bar such as "E-documents waiting for your approval: 2" appears above the list; Show pending documents lists only those.
On the row of a document in Waiting for approval status, click Review and approve (on a phone, choose it from the card's menu).
The window shows the document in three steps. If the sender wrote a note, it appears at the top as Note from the sender.
Review the document: click Open document; it opens in a new tab. Read it. Approve and Reject are not enabled until you open the document.
If no file was attached to the document, this step is Upload the document. Upload the requested document as a PDF (up to 20 MB).
In the Confirm you have read it step, check I read and understood. The buttons are not enabled until it is checked; the note at the bottom of the window says what is missing.
In the Make your decision step, click Approve. If the document was sent to you with rejection enabled, the Reject button and the Reason for rejection (optional) field are also shown. Before rejecting, you can write why you reject the document in this field; the HR user who sent it sees the reason. Without rejection enabled, the window says the document can only be approved.
If the document is timestamped, enter the 6-digit code sent to your phone in the E-Document Approve window and click Confirm. If the code doesn't arrive, request a new one with Send Again after the timer ends.
Opening it from the home page
E-documents waiting for your approval are also listed in the inbox on the home page, under Your tasks, as Document to approve rows. The rows show while the E-Document Approval module is on and you have the View E-Document Approval permission; the item that has waited longest comes first.
Find the inbox on the home page. If other requests are also waiting for your approval, switch to the Your tasks tab. Each row shows the document's name and how long it has been waiting (for example "4 days ago").
Click the row or the Review document button on it. The My E-Documents screen opens with the approval window of that document; continue with steps 3-6 above.
A document you approved or rejected leaves the inbox when you go back to the home page.
Result
The document's status becomes Approved (or Rejected) and the HR user who sent it sees this on the E-Document Archive screen. If you wrote a reason for rejection, it shows there too; HR can correct the document and send it to you again, in which case it goes back to Waiting for approval and you get an e-mail. For timestamped documents, a timestamped copy of the approved document is created and 1 credit is deducted from the company's digital credits; you can reach this document's PDF with Download PDF from PDF Files in the row's Actions menu. Review and approve no longer appears for an approved or rejected document; the decision cannot be undone. You can see the document's dates and file with Detail in the row's menu.
Common problems
Symptom: When I click Approve, I get "Please fill in the required fields to continue."
Cause: No file was attached to the document and you didn't upload one.
Solution: Upload the requested PDF in the upload box and try again.
Symptom: After entering the code I get "Contact your manager regarding Teamso Digital Credit."
Cause: The company's digital credit balance is not enough for timestamped approval.
Solution: Inform your HR administrator; approve the document again after credits are added.
Symptom: After entering the code I get "Digital Confirmation failed."
Cause: The time stamp could not be taken. The document is not approved, stays Waiting for approval and no credit is spent.
Solution: Approve again a little later. If you uploaded a file for the document, upload it again.
Symptom: When I open a document from the home page it says "You have already answered this e-document." and the detail opens instead of the approval window.
Cause: You approved or rejected it in another tab or on your phone; the card had not been refreshed yet.
Solution: Nothing to do. The document leaves the inbox when you go back to the home page.
Symptom: When I open a document from the home page it says "This e-document was not found or was not sent to you."
Cause: HR deleted the document before you opened it, or the link belongs to a document that was not sent to you.
Solution: Check the list on the My E-Documents screen; if the document is not there, ask HR.
Symptom: There is no Reject button.
Cause: The document was sent to you without rejection enabled.
Solution: Send any objection about the document directly to HR.