When a document is uploaded there is the option to include an Approval and/or Ratification step, prior to the document being published. 


If a document is awaiting approval, it will be saved as Draft and will only be visible to those with Admin User document permissions (set in Access control) and any users set as a member of the approval group when the document was being uploaded (for more information, please click here to refer to the "Add a new document" guide)



Approving a Document

If you have been assigned as the Approver for a document, the document will appear on your dashboard once the pending period is reached. 


Click on the task from this list to be taken to the document details page.


Here you can see the document awaiting approval, along with other details such as the version history (if applicable). Click on the document link to download the current document. 


If any changes need to be made a new version uploaded, click Upload new version to replace the latest document.


If you are happy to approve the document as it stands, click Approve.


Confirm the approval by entering your approval comments and clicking Yes


The details entered will be noted in the version history below the document.



If the document requires Ratification, the Publish state will update to Approved and the action button will update to Ratify. The document will not be published until it has been ratified. 



If no ratification is required, the document will be showing as Published.