Understanding My Document List, Approval List, and Document Search in Microix

📌 Overview

Microix provides multiple document views to support different user roles and responsibilities. My Document List, Approval List, and Document Search each serve a distinct purpose based on whether a user is a requester, approver, or reviewer. This article explains the intent, access level, and functionality of each page.

🧾 My Document List

My Document List is intended for requesters and provides visibility only into documents they personally create.

Purpose:

• Allows requesters to manage and track their own documents
• Ensures users do not have access to documents created by others

Key Capabilities:

• Create new documents
• View the status of submitted documents
• Recall a previously submitted document (if not approved)
• View payment information for invoices processed into MIP (via the Activity button)
• Review budget availability
• View receiving information

Access Scope:

• Users can see only documents they created

✅ Approval List

The Approval List is intended for approvers and displays documents that require their review and action.

Purpose:

• Enables approvers to review, approve, or reject documents submitted to them

Key Capabilities:

• Approve or reject submitted documents
• Modify submitted documents (if the feature is enabled)
• View budget data prior to approval
• Review attachments associated with the document

Post-Approval Access:

• Once a document is approved, it no longer appears in the Approval List
• Approved documents can still be viewed in read-only mode via the Document List

🔍 Document Search

Document Search is designed for approvers who need access to all documents within their assigned approval workflows, regardless of where the documents are in the process.

Purpose:

• Allows approvers to view documents within workflows they participate in

Key Capabilities:

• Search and view documents across applicable workflows
• View attachments, receiving details, and payment information
• Read-only access by default (no document edits)

Permissions-Based Features:
With additional security permissions, user may also be allowed to perform the following task but should be limited to administrators or accounting personnel:

• Change document status
• Reset receiving

Access Limitations:

• Users can only see documents from workflows in which they are an approval participant
• Documents from unrelated workflows are not visible

🔐 Special Permission: Show All Documents

In cases where a Microix user is not a requester or an approver but requires visibility into all documents in the system:

• Grant the “Show All Documents” permission via the User Security page
• This permission provides view-only access and does not allow document changes\

📎 Key Takeaways