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 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
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 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
In cases where a Microix user is not a requester or an approver but requires visibility into all documents in the system:
Grant the โShow All Documentsโ permission via the User Security page
This permission provides view-only access and does not allow document changes
My Document List is for requesters and shows only their own documents
Approval List is for approvers to take action on submitted documents
Document Search provides broader, read-only visibility across approval workflows
Additional permissions can expand visibility or administrative capabilities