Archive approved files

The feature described in this Help topic is available only if any of the following versions of both Office SharePoint Server 2007 and Microsoft Office Enterprise 2007 are installed: Chinese (Traditional), Chinese (Simplified), Japanese, or Korean.

Files that have finished the approval process as approved are moved and stored in the Archival folder If they are public files they are basically accessible by all members for viewing at any time. However, files with Private Flag enabled are opened only to the participants in the approval process. Your administrator can adjust the permission to view files as needed.

The Archival folderes are consistent with the departmental structure in the organization chart. The document is locked and stored in the folder for the department where the submitter belongs. If needed, you can specify additional storage by template. For more information, contact your administrator. The files are by default stored permanently in the Archival folder, but your administrator can specify the storage period to meet the needs of your organization. If you modify an archived document, a red warning 'invalid signature' appears above the signature or stamp, preventing unauthorized use of the document.

When a document is archived, the date and time of when the approval is completed is added to the actual file name.


To find the file you want by sorting, do the following:

  1. From the Archival Folders structure in the left area of the My Approval home page, click the folder you want.

  2. From the field headers displayed on the top right side of the screen, rest the pointer on the header you want.

  3. Click the arrow that appears on the right of the header, and then click either Ascending or Descending.


To use the filter, do the following:

  1. Do Step 1 above, and then rest the pointer on any of the field headers displayed on the top right side of the screen.

  2. Click the arrow that appears on the right of the header, and then click Show Filter Choices. A box is displayed over the header for each field.

  3. In the box of the field you want, select the item you want.


The Archival folder display the following fields:

Field

Description

Type

An icon indicating the file type.

Template Name

The template used to create the document.

Name

The file name. The date and time of when the approval is completed is added to the original document name.

Submitter

The person who created and submitted the file for approval.

Submit Date

The date when the document was submitted for approval. By default, the documents are displayed in descending order based on this field.

Approved By

All persons who have signed the document whether they approved or rejected.

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