1. When a document is submitted for approval, approvers will receive an email in their inbox. This is the most convenient method for approving a document. 

• The email will include details such as the requester, document number, total amount, billing department, capital projects (if applicable), notes and questions, line-item details, and approval history.

2. The Approver can simply approve the document by selecting the “One Click” link which is found at the top and bottom of the email.

3. If the approver is at a computer when reviewing the approval email, clicking "HERE" will direct them to RedRock, where they can review the document. They will have access to additional information, including any attachments, and will be able to approve or reject the document or individual line items.

1. Any user with approver access will see the approval widget on their RedRock Portal homepage. This widget displays all pending documents in the approver’s queue, organized by department.

2. From the widget, the approver can select documents and choose to either approve or reject them.

3. The approver can also select a single document and click the “View” button, or double-click on it, to access additional information such as line item details and attachments. From there, they can approve or reject the document or individual line items.

1. Another way to approve or reject a document is directly through the Approve Documents section. Navigate to “Procurement” on the menu bar, select “Approvals,” and then choose “Approve Documents.”

2. The View Approval Documents page will automatically filter to display any documents in your approval queue that are awaiting your review.

3. Select one or more documents by checking the box next to the department code.

4. Then click either “Approve” or “Reject”.

5. A pop-up screen will appear for the selected option, whether you choose to approve or reject.

• Password: if Password Authentication is turned on the Approver must enter their password in this box before being able to approve/reject.
• Comments: in this box the Approver can add comments regarding why the document has been approved or rejected. These comments will go directly to the originating requestor.
  • If a document or item is “Rejected” it will go into a Deleted Status.
• Approve: users can select to Approve by My Waiting Lines or All Waiting Lines
  • “My Waiting Lines” – meaning you are approving only the lines in that user’s queue at the current time.
  • “All Waiting Lines” – meaning Approve all lines on the Document for any lower tier Approver. 
    • For more information on approving a lower tier please reference the training guide “Approving for Lower Approver”.

6. Click “OK” to complete the Approval or Rejection or “Cancel” to back out.

In the View Approval Documents page, approvers can select a single document to view more details, including line item information and attachments. 

1. To select a document, check the box next to the department code and click “View,” or simply double-click the document line.

2. This will open the “Dollar Limit Approval” page, where the approver can review the document header information, examine each item, view quick notes, attachments, and remarks, and even submit a question if needed.

3. After reviewing, the approver can choose to approve or reject the entire document or individual items.

• To approve or reject the entire document the Approver would click “Approve ALL” or “Reject All”.

• To approve or reject items the Approver would click the checkbox next to the desired item(s) and then click “Approve” or “Reject”

4. A pop-up screen will appear for the selected option, whether you choose to approve or reject.

• Password: if Password Authentication is turned on the Approver must enter their password in this box before being able to approve/reject.
• Comments: in this box the Approver can add comments regarding why the document has been approved or rejected. These comments will go directly to the originating requestor.
  • If a document or item is “Rejected” it will go into a Deleted Status.
• Approve: users can select to Approve by My Waiting Lines or All Waiting Lines
  • “My Waiting Lines” – meaning you are approving only the lines in that user’s queue at the current time.
  • “All Waiting Lines” – meaning Approve all lines on the Document for any lower tier Approver. 
    • For more information on approving a lower tier please reference the training guide “Approving for Lower Approver”.

5. Click “OK” to complete the Approval or Rejection or “Cancel” to back out.