Simple Document Sign Off - Part 2 - System Overview

Simple Sign Off?

When you first review this system you may wonder why a system with this many components is called "simple". As it stands, it is a system that provides all of the functionality you need to enable document sign off. However, like all things in SharePoint, it is designed with customization in mind. So, if your document classification scheme requires more fields for sign off, like a comments field, you can add it. If your sign off document needs different wording and to be more styled than the basic form, go to it!

This system is called simple sign off because it is the most pared down system we could think of that would provide sign off functionality. Additional features and fields can be added to meet your specific needs.


Key Data

This system stores the following pieces of information with each document sign off to allow tracking and review:
  1. Name of document signed off on.
  2. Direct link to source document.
  3. If user has signed of on document.
  4. Users identity.
  5. Date and time of user signing off on document.
  6. Document Version
Simple Sign Off List showing sign off records



End User Process

What does this system look like to the end user? How do they interact with it. Here is a summary of the end user interaction process.

End User Sign Off Email
  1. End user receives an email letting them know a document is ready for sign off:
  2. End user clicks a link in the email to open the document they are to review.
  3. When finished reviewing, end user clicks a link in email to take them to the sign off page.
  4. End user records that they have signed off on document on sign off page.
  5. End user is redirected to "Sign off Thank You" page. Sign off has been recorded
Document Sign Off Page


System Process

The overall process this system follows is outlined in this section. Each component of this system is described in more detail on the System Components pages on this site.

This system works by:
  1. The document to be signed off on is located, the document properties are opened, users or groups that should review the document are filled out, and the “Send Notifications” button is clicked.
  2. A sign of workflow is fired and it generates a sign off email with a link to the document to be reviewed and a sign off link.
  3. The Sign Off group or users associated with the document are emailed the sign off email generated by the workflow.
  4. The sign off users/group can review the document at their leisure by using the email link.
  5. When ready, the end users can click the sign off link within that same email.
  6. The sign off page opens.
  7. The end user selects the sign off checkbox, and clicks "Register Choice".
  8. End user is redirected to Thank You for Signing Off page.
  9. The sign off page saves the end users sign off and document ID to the sign off list
  10. A sign off workflow associated with the sign off list uses the document id to retrieve other data, such as document name, and save it along with the sign off record.
  11. The user can review their own document sign offs at any time on the sign off page.
  12. The Sign off manager can review sign offs and follow up if needed at any time on their Sign Off Management page.
In simple terms, the system process could be described as follows:
Simple Overall System Process Diagram


Document Versions

SharePoint document libraries, if enabled, store documents in versions to allow tracking of updates and managing of changes through multiple users. This system needs not only to be able to track sign offs on new documents, but also existing documents that have been updated. This is supported in two ways:

  1. Providing a Change Summary field that describes changes to existing documents. This field is included in the sign off email to end users. Version is also mentioned in the email.
  2. Updating sign off records to the latest signed off version. Rather than saving each and every sign off and version for each document, this system updates existing sign offs for the same document with a the updated version when the updated version is signed off on. So a single sign off record for each user and document exists, rather than multiple sign off records, one for each version of a document.


Document Sign Off Manager

The single most critical role in this system is the Document Sign Off Manager. This person or group of people is responsible for the following:
  1. Ensuring the documents are associated with the correct sign off groups.
  2. Ensuring document sign off groups are correct and current.
  3. Sending sign off notifications when document is ready.
  4. Reviewing sign offs on the document sign off management page.
  5. Contacting users who have not signed off on documents.
These tasks can be further subdivided as necessary to work best in your organization.
Document Sign Off Management Page


Simple Document Sign Off - Part 1 - Background and Purpose
Simple Document Sign Off - Part 3 - Prerequisites and List/Library Setup

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