Approval

Once a document is submitted, the approval engine evaluates the configured workflow rules and routes the document to the appropriate approvers.

Approving a Document

When a document is routed to you for approval, you receive an email notification and see it in:

• The Approvals tab on the Documents list
• The Pending Approvals widget on your Dashboard

Steps to Approve

1. Open the document from the Approvals tab or the notification.
2. Review the document fields, attached file, and any comments from previous approvers.
3. Click Approve.
4. Optionally add an Approval Statement (a comment recorded in the audit log).
5. Click Confirm.

The document moves to the next approval step (if any), or is marked Approved if all steps are complete.

Rejecting a Document

1. Open the document.
2. Click Reject.
3. Enter a Rejection Reason — this is mandatory and will be visible to the submitter.
4. Click Confirm.

The document is returned to the submitter with your rejection reason. They can correct the document and re-submit.

Comment Threads

Each document has a Comments section where approvers and submitters can communicate:

1. Click the Comments tab on the document detail page.
2. Type your comment and click Post.
3. To reply to an existing comment, click Reply.
4. To mention a user, type @ followed by their name.

Mentioned users receive an email notification.

Sequential Approval

In a sequential chain:

• Only the current step's approver sees the document.
• The next approver is notified only after the current step is approved.
• Rejection at any step stops the chain.

Parallel Approval

In a parallel step:

• All approvers in the step are notified simultaneously.
• The step completes when the configured quorum is reached (e.g., 2 out of 3 approvers).
• If any approver rejects, the document is rejected immediately (unless a different quorum policy is set).

Delegating Approval Authority

If you are unable to act on a document (e.g., you are on leave):

1. Go to Profile → Substitutes.
2. Add a substitute user with a date range.
3. During that period, your substitute can approve documents on your behalf.

See Managing Substitutes for full details.

Alternatively, an Administrator can manually reassign a specific approval step:

1. Open the document detail page.
2. Click Reassign next to the pending approval step.
3. Select the new approver.
4. Click Save.