I am currently trying to streamline our document control procedure, which right now says that approvals require a signature, which usually ends up being at least 3 people. I would like to go to some sort of E-approval, but want to make sure I meet the intent of the standard. Any suggestions? Examples? Thanks.......
Craig :thanx:

I use outlook to track approvals. It works like this:


1. Attach the document
2. Compose the message
3. Add the receipients
4. Select View from the dropdown menu
5. Select Options
6. Click the use voting buttons checkbox

This will cause approve/reject buttons to be located at the top of the mail after it is sent. As each receipient clicks on of the buttons, you will receive a response and a tracking record will be generated in the original mail which should be in your sent items folder. After you have received the approval, you can move it to another storage area for future access (I use my private drive)

Excellent...This is just what I was looking for!!! Thanks!!!
:D

OH NO.....I can't seem to find the "add voting" option under "options" I am using Windows 2000..Is that why?

I am not sure about 2000.

There is a voting and tracking option in Outlook 2002.

Under that option, you have the following choices:

Use voting buttons
Request a Read Receipt
Request a Delivery Receipt

All I see is "Request Read Receipt". The voting feature must not be available in the 2000 version. Any other suggestions...anybody?

Craig,

just request the people who you need approval from to reply to your email with

"Approved" or "Rejected-(reason why)"

You can either print and keep this, or keep it saved in Outlook.

All I see is "Request Read Receipt". The voting feature must not be available in the 2000 version. I am not using Outlook anymore (stuck with Lotus Notes, unfortunately), but I used to, and I think it has been a part of Outlook for a good number of versions. Have another look, because I seem to recall that it was buried in something else and not too easy to find. Have you tried the help function?

It may also be something that is not a part of the std setup. If so, you have to tick it during the installation process, or add it later... Like now.

Give it another shot.

/Claes

I am currently trying to streamline our document control procedure, which right now says that approvals require a signature, which usually ends up being at least 3 people. I would like to go to some sort of E-approval, but want to make sure I meet the intent of the standard. Any suggestions? Examples? Thanks.......
Craig :thanx:

You may want to check the Regulatory requirements for the industry you are in. If you are in Medical you will need to follow 21 CFR Part 11 on electronic records.

I use outlook to track approvals. It works like this:


1. Attach the document
2. Compose the message
3. Add the receipients
4. Select View from the dropdown menu
5. Select Options
6. Click the use voting buttons checkbox

This will cause approve/reject buttons to be located at the top of the mail after it is sent. As each receipient clicks on of the buttons, you will receive a response and a tracking record will be generated in the original mail which should be in your sent items folder. After you have received the approval, you can move it to another storage area for future access (I use my private drive)
Hi

At my company we also use the e-mail system (outlook) to approve documents. I'm in the process of validating the system and my question would be how to demostrate that when the e-mail is sent to another person for approval, is not modified....
The other question would be if you consider your e-mail approval as an electronic signature.

Thanks in advanced.

I'm in the process of validating the system and my question would be how to demostrate that when the e-mail is sent to another person for approval, is not modified....
The other question would be if you consider your e-mail approval as an electronic signature.

Per the post above yours, note that the regulatory context applicable to your company is all-important. The FDA's Part 11 sets a vastly higher bar than may apply in some other fields, for what constitutes an acceptable electronic signature.

My understanding is that in general, Outlook is not considered validatable in multiple respects.

Thanks for the feedback.

Is there an electronic signature system that is low in cost ($) and effective in its application?:thanx:

My employer is in the midst of implementing a new automated document control system which will include electronic signatures. The system is being built using Microsoft SharePoint as its base, but we are working with a consulting firm to customize the application to our particular needs, one of those needs being Part 11 compliance.

However, it is my understanding that Microsoft SharePoint does offer some electronic signature functionality out of the box. Since I work for a non-profit, and since I'm not at a budget-authority level, I only know that using SharePoint is very cost-effective for my organization since we are already a Microsoft shop and we already have key components on our servers. Your mileage may vary.

Good luck.