Fast Approve Documents

The Fast Approve Document feature provides you with the ability to to obtain online 'approval' of a document, from Client Contacts, Candidates and Agency Users.

For example a Client Contact may need to approve a Job Ad prior to publication.

Once a document has been flagged for 'Fast Approve', it moves to the 'Pending Document' list with a status of 'Pending', and displays in the approver's portal (where Client Contacts / Candidates). Approvers are able to perform the following actions:

Download - view the document
Approve - approve the document
Decline - decline to approve the document

The person that has evoked the 'Fast Approve' process, can perform the following actions from the 'Pending Document' list:

Edit Properties - add a comment
Download - view the document
Cancel - this action moves the document back to the Document list with a status of 'Cancelled', and removes from the approver's portal

Where a document has been approved by all assigned approvers, it moves back to the Document list with a status of 'Approved'. An email is sent to the user that evoked the 'Fast Approve' process, to advise the document has been approved.

Where a document has been declined by one of the approvers, it moves back to the Document list with a status of 'Declined'. An email is sent to the user that evoked the 'Fast Approve' process, to advise the document has been declined.

Where a document has been cancelled by the person that has evoked the 'Fast Approve' process, the document moves back to the Document list with a status of 'Cancelled'.

Post a Fast Approve Document for Approval

To post / flag a document to evoke the Fast Approve process:

1	Add the Attachment to the Document List. See Attach a Document for the steps to add an attachment. The document is attached.
2	Click Action The document action options are displayed. Note: The document must be of Type 'Attachment' to Fast Approve.
3	Click Edit Properties. The Edit Attachment screen is displayed.
4	Tick Fast Approve.
5	Verify / Assign the Approver(s) Where the document is attached to a Candidate Record, the Candidate is automatically assigned. Where the document is attached to a Parent / Client Record, assign the Client Contact(s) required. If you need to change the Approver Type, click on the Type drop down menu (Agency User, Client Contact, Candidate) to the left of the Lookup action. Select the Approver via the lookup action. If you need to add an additional Approver, click on the + action.
6	Click Save Changes. The document is displayed in the Pending Document list with a status of 'Pending'. The document is also displayed in the portal of the Approver where a Client Contact or Candidate, the the Pending Document list.
7	Advise the Approvers that a document is available for approval. You can do this by sending an Email or SMS message to the Approvers. Check with your administrator to see if Email / SMS templates have been created for this purpose.

Approve a Fast Approve Document

To approve a Fast Approve document:

1	The Approver needs to log into the portal, where a Client Contact / Candidate. Where the Approver is an Agency user, open the record that contains the document in FastTrack360.
2	Navigate to the Document Management section's Pending Document list. The Pending Document list is displayed.
3	Select Approve. The document is approved. Where the Approver is a Client Contact / Candidate, in the Portal the document will be removed from the pending document list. Where all Approvers have Approved the document, in the Recruitment Manager record, the document moves from the Pending Document list to the Document list with the status of 'Approved'. An email is automatically sent to the user that has evoked the Fast Approve process, advising the document has been Approved. To allow Approved documents to display for Client Contact / Candidate Approvers, in Edit Properties tick 'Display in Portal'.

Decline a Fast Approve Document

To decline a Fast Approve document:

1	The Approver needs to log into the portal, where a Client Contact / Candidate. Where the Approver is an Agency user, open the record that contains the document in FastTrack360.
2	Navigate to the Document Management section's Pending Document list. The Pending Document list is displayed.
3	Find the document in the list, select Action. The Action drop down menu displays.
4	Select Decline. The Attachment pop up is displayed.
5	Enter in the Declined Reason. The Decline Document Action becomes editable. The Declined Reason is stored in the Document Properties.
6	Click Decline Document. The document is declined. Where the Approver is a Client Contact / Candidate, in the Portal the document is removed from the pending document list. Where an Approver has Declined the document, in the Recruitment Manager record, the document moves from the Pending Document list to the Document list with the status of 'Declined'. An email is sent to the user that has evoked the Fast Approve process, advising the document has been declined, the Approver that has declined the document, and the declined reason.

Cancel a Fast Approve Document

To cancel a Fast Approve document:

1	Open the record that contains the document in FastTrack360.
2	Navigate to the Pending Document list. The Pending Document list is displayed.
3	Find the document in the list, select Action. The action drop down menu displays.
3	Select Cancel. The document is removed from the Pending Document list and added to the Document list with the status of 'Cancelled'. The document is removed from any Client Contact / Candidate Approvers Pending Document lists in the Portal.