Skip to content
Antenor BMS help

A document is not moving: find out who must act

At any time, one person owns a document’s current step, and nothing happens until the person the document waits for acts. Normally that is the owner of the current step; a section that has been forwarded is owned by the person it was forwarded to, and while a form is out with someone outside ABMS, the document waits for the person or people it was sent to. To see who owns the step, open the Log tab at the bottom of the document page, where the last line shows the current step and Workflow user shows who holds it; for a document you sent, Sent to in Documents sent for approval on your dashboard shows it too. The status tells you whether that person has opened the step: while it ends in “- Waiting For Approval”, the receiver has not yet opened it with the green button. The table below shows what each sign means and who must act. This works the same in every standard document module, for example Avvik or Styrende dokumenter (your company’s own module names).

Before you start

Section titled “Before you start”
  • You need at least the Read right on the module’s row to open the document and its Log view; see The Users page and the rights table.
  • Status names are your company’s own, set per section. If no statuses are set for the module, the document shows no status.

Steps

Section titled “Steps”
  1. Open the document. For a document that is not published: if the green and red buttons are shown to you, the document was sent to you and waits for you; if you can open it in edit mode, with the paper plane in the button bar, the current step is yours; if you can only see it in view mode, someone else owns the step.
  2. Choose the Log tab at the bottom of the document page. It has one line per step of the document; the last line is the current step, and Workflow user shows who holds it.
  3. Compare what you see with the table below.

What you should see, and who must act

Section titled “What you should see, and who must act”
What you see What it means Who must act
The status at the top of the document ends in “- Waiting For Approval” The step has been sent, and the receiver has not yet opened it with the green button. Until then the document shows the status of the step before, followed by “- Waiting For Approval”; for a document sent from its first step, the first status. The receiver: open it from the e-mail or from Documents awaiting your approval, then click the green button or reject it with the red button. See Approve or reject a document you received.
The document is in your Documents awaiting your approval It was sent to you, and you have not opened your step yet. You: green button to take the step, or red button to send it back. See Approve or reject a document you received.
The document is in your Your in progress documents You own the current step: a document you saved and did not send, one you opened with the green button, or one that came back to you. You: fill in your section and send it on or approve it. See Create a document and send it for approval.
The paper-plane button is disabled, with the tooltip “This button will become active once all required fields are filled in” The title or a required field of your section is empty. You: fill in the title and the fields marked with *. See Fill in the fields of a document.
The paper-plane button is disabled, with the tooltip “There are no possible recipients for this document. Please approve the document yourself or contact super user.” You are the only person who can receive the next step. You: use the green check (Approve), which is offered because you can receive the next step yourself. If that step is the last one, the green check publishes the document, which needs the Approve right on the module’s row. If a colleague should receive the step, ask your user administrator; who can receive a step depends on how the step is set up. See Workflow steps, statuses, receivers and notifications.
Clicking the green check (Approve) or Observation shows a dialog saying there are actions in progress The document has linked actions that are not closed, so it cannot be published. The person who holds each open action; the document’s Actions view lists them. See Handle an action you received and Action statuses, who holds an action, and e-mails.
Clicking the big pen shows a message that a newer revision exists, with a name Someone else has a newer revision of the document in progress or waiting for approval. The person named in the message, or whoever now holds that revision. See Edit a published document and see earlier revisions.
The External view shows Waiting for response The document was sent to a person outside ABMS, and their link is still active. The document is in your Documents sent for approval, under External, with the days left. The person outside ABMS: fill in and return the form. Remind them yourself if needed. See Send a document to someone outside ABMS.
The External view shows No response (Expired) The link expired without an answer; it no longer opens the form. The document is back in your Your in progress documents. You: if you sent the link from the document’s first step and still own the document at that step, send the link again from the External view, as described in Send a document to someone outside ABMS.
The External view shows Responded The form has been returned. Unless the module publishes the document as soon as the form is returned, the form is now the next step, owned by the person who sent it outside ABMS. The person who sent it outside ABMS: open it from Documents awaiting your approval and approve or reject it. See Approve or reject a document you received.
The button in the view-mode bar has the tooltip Archived, and the info panel (i) shows Archive details The document is archived. Archived documents are left out of every user’s dashboard boxes, other lists hide them from users without the Archive right on the module’s row, and the pen is not shown on them. A user with the Archive right on the module’s row who owns the current step, or any user with that right if the document is published: unarchive it with the Archived button. See Delete or archive a document and Rights needed for each action on a document.
A red box on the document says the section was rejected, with a name and a message The receiver rejected the document back to you, and you own the step again. You: correct the document and send it again, or delete it if it is back at its first step. See Create a document and send it for approval and Delete or archive a document.

Good to know

Section titled “Good to know”
  • No automatic reminder. The receiver of a step gets one e-mail when the document is sent to them. ABMS does not remind them of a waiting document by itself, unless a date-based e-mail has been set up for the module; see E-mails and reminders about documents.
  • The receiver is away or is the wrong person. You cannot take a sent document back yourself; see The document went to the wrong person, or the receiver is away.
  • Your Sent list. A document stays in your Documents sent for approval only until the receiver opens it with the green button. After that, use the Log view to follow it.

Next step

Section titled “Next step”
Section titled “Related”