Featured guide
Create and assess a risk
Learn how to complete CIA and FAIR assessments, add controls, assign treatment actions and manage risk exceptions.
Read the guideApprove, reject or request changes
Review governed documents, provide targeted feedback and return revised submissions through a traceable approval workflow.
Approval workflow
When a document requires approval, the approver can approve it, reject it with a reason, or request targeted changes. Each outcome gives the owner a different next action.
ApproveMoves the document to the approved state so the owner can prepare it for publication.
RejectReturns the document with a mandatory reason. The owner can revise content or replace an uploaded file before resubmitting.
Request ChangesAllows the approver to highlight specific text and attach review comments.
ResubmitReturns the revised document to the approval queue while retaining its workflow context.
1. Review as an approver
1
Open Pending Approval
Open Document Management and select the document from the Pending Approval tab.
2
Read the document and metadata
Confirm the owner, document type, intended audience, sensitivity and content before deciding.
3
Choose the appropriate outcome
Approve when the document is ready, reject when the submission should be returned with an overall reason, or request changes when precise edits are needed.
2. Respond to requested changes
- Open the document returned to the owner.
- Review each highlighted section and the comment attached to it.
- Edit the relevant wording and confirm that all requested changes are addressed.
- Select Update or the available resubmission action.
- Confirm that the document returns to Pending Approval.
Change requests are iterative. The approver may request further changes until the document is suitable for approval.
3. Resubmit a rejected document
The rejection reason is visible to the owner. Correct the document, replace an uploaded PDF if necessary, choose an approver and resubmit. The original rejection remains part of the workflow history.
Expected result
Common problems
The document disappears from the approver queue
This is expected after approval, rejection or a submitted change request. The document moves to the next workflow state.
The owner cannot see comments
Open the returned document and select or hover over the highlighted passage. Confirm that the change request was submitted rather than left in an unsaved review state.