Reviews

What are reviews

A review is a formal approval process for project files: you pick a workflow (an ordered chain of approval steps), add items — documents, folders, scripts, or templates — and the designated approvers approve or reject each item step by step.

Open Reviews from the sidebar. Viewing requires the reviews.read permission (all built-in roles have it). Reviews update live, so decisions from teammates appear as they happen.

The review queue and the sidebar badge

The number badge on Reviews in the sidebar counts items that are AWAITING YOUR DECISION, and it updates live.

On the Reviews page, click the "Awaiting me" chip to filter the list to reviews that need you; those rows also show a "Your decision" marker in the Awaiting column. The list is a table with sortable columns and filters that are kept in the page URL — so a filtered view survives a refresh and can be shared as a link.

The list opens showing Open reviews only. Change or clear the Status filter to see Closed and Cancelled reviews.

How to create a review

1. On the Reviews page, click New review (requires the reviews.create permission).
2. Enter a title (required) and, if you want, a description.
3. Pick a WORKFLOW — once picked, the dialog shows its chain of approval steps. If the project has only one workflow it is already selected.
4. Add items with Add document, Add script, or Add template. Picking a folder adds every document inside it as its own item (up to 200 documents per folder; a review holds up to 500 items). Only completed scripts and published templates can be added. (Tracker cells can also seed a review via their Send for review action, and the Documentation bulk bar has Send to review too.)
5. Click Start review. Approvers of the first step are notified that items await their decision.

Each document is pinned at its current version, and an item can be in only one active review at a time.

If your project has no workflows yet, the dialog says so. Users with workflows.manage get a Create a workflow button that opens the project's Workflows page; everyone else is told to ask a project admin. A workflow must exist before you can create a review.

How to approve or reject items

Open a review to decide on its items (requires the reviews.decide permission, and you must be an APPROVER on the item's current step — see below):

1. Select an item in the list on the left. Its pinned version is previewed on the right, with Approve and Reject buttons under the preview. Approving takes an optional comment; rejecting requires a reason.
2. For many items at once: tick their checkboxes (or click "Select all awaiting me") and use the Approve selected / Reject selected buttons at the top of the list. Items where it isn't your turn are skipped.

You can only decide on steps where YOU are listed as an approver (directly or through a group). Project Admins holding reviews.decide.override can decide on ANY step. A step set to "All approvers" completes only when every listed user and at least one member of every listed group has approved; on an "Any approver" step one approval is enough. Approving the last step approves the item; a rejection on any step ends the item's round. Each item in the list carries a step progress pill showing how far it has advanced through the chain.

Item status and timeline

Each item in a review shows a status chip (In review, Approved, Rejected, or Withdrawn) and has its own timeline: who decided what, on which step, when, and with what comment. Select an item and expand History under its preview to read every round.

A warning icon next to the chip means the content changed after it was submitted: a newer version exists than the one under review, or the content changed after the decision.

While an item is in review, its step progress pill in the item list shows the current step and its position in the workflow chain.

How to add items to an existing review

Open the review and click Add items (requires the reviews.create permission; the review must still be open). Pick documents, folders, scripts, or templates as when creating the review — the new items start at the first step and appear in the item list.

How to resubmit a rejected or changed item

A rejected item is not the end: fix the document, script, or template, then open the review, select the item, and click Resubmit (requires the reviews.create permission; the review must still be open).

Resubmitting pins the item's current content and starts a new round from step 1, so every approver sees it again. Earlier rounds stay in the item's History.

Resubmit is also offered while an item is still in review if a newer version appeared after it was submitted. For a document, approvers can keep deciding on the pinned version, or you can resubmit to put the latest version under review. A script that was reopened has to be completed again and resubmitted before it can be decided.

How to close, cancel, withdraw, or delete a review

From the review detail page:

• Close review: finish the review. Close is blocked while items are still in review, and a closed review cannot be reopened.
• Cancel review: stop the review without completing it. Items still in review are withdrawn.
• Withdraw: pull a single ITEM out of the review, using the withdraw icon next to the selected item's name. The rest of the review carries on.
• Delete: remove the review entirely. Only a closed or cancelled review can be deleted (requires the reviews.delete permission — Project Admins only by default). You'll be asked to confirm; items that this review approved or rejected lose that review status and go back to pending.

Close, Cancel, and Withdraw require the reviews.update permission (Project Admins and Project Members by default).

Withdrawing an item or cancelling the review releases the items that were still in review, so they can be sent to another review. Items already approved or rejected keep their outcome.

Review stamps on documents and the in-review lock

Documents carry their review outcome with them: in the Documentation module, files show review status chips (with tooltips) reflecting the reviews they went through, and you can filter the file list by approval or review status.

A document's status is not set by hand — it follows its review. While a document is IN an active review it is held by that review and cannot be added to another one. Once a review has approved or rejected it, the status only changes through a new review round: resubmit it in the same review, or send it through a new review.

How to see all files of a review

On a review's page, click "View files in Documentation" to jump to the Documentation module filtered to exactly the documents in that review (the button appears when the review contains documents). From there you can preview, download, or open each file as usual.

You can also get there from Documentation directly: the filter menu has a specific-review picker (reviews are labelled R-1, R-2, ...).

Workflows — defining the approval chains

A workflow is an ordered chain of approval steps; each step names its approvers — individual members or groups — and a rule: Any approver (one approval is enough) or All approvers. Every review runs on one workflow, and keeps the steps it started with even if the workflow is edited later.

Find them on the project's Workflows page (open the project details page and click Manage workflows on the Review workflows card). Viewing needs workflows.read (Project Admins and Members). Creating, editing, archiving/unarchiving, and deleting workflow definitions needs the workflows.manage permission (Project Admins by default). A show-archived switch reveals archived workflows.

Tip: create at least one workflow before anyone needs to start a review — the New review dialog requires one.

How to create or edit a workflow

On the project's Workflows page (requires the workflows.manage permission):

1. Click New workflow, or click the edit (pencil) icon on an existing workflow.
2. Name the workflow, then define the ordered steps with Add step: give each step a name, choose its rule (Any approver or All approvers), and pick its approvers — project members or groups. Every step needs at least one approver. Use the arrows to move a step up or down.
3. Save. The workflow is now available in the New review dialog.

Editing a workflow does not change reviews that are already running — they keep their original steps.

You can archive a workflow to retire it without deleting history, restore it later, or delete it. A workflow that an existing review has used cannot be deleted — archive it instead. Use the show-archived switch to see archived ones.

Review notifications

Reviews notify you through the bell menu (and by email or phone push, depending on your settings):

• review.awaiting (Awaiting your decision): items reached a step where you are an approver.
• review.decided (Decisions on your submissions): items you submitted were approved or rejected.
• review.closed (Review closed): a review you created was closed or cancelled. This one comes by bell and email, not by push.

You are not notified about your own actions. Clicking a notification takes you to the review. Tune channels per type in Settings > Notifications. The sidebar Reviews badge also live-counts items awaiting you.

Who can do what in reviews (permissions)

• reviews.read — see the Reviews page and open reviews. Default: Project Admin, Project Member, Technician.
• reviews.create — create reviews, add items, and resubmit items. Default: Project Admin, Project Member.
• reviews.update — withdraw items, close or cancel reviews. Default: Project Admin, Project Member.
• reviews.delete — delete closed or cancelled reviews. Default: Project Admin only.
• reviews.decide — approve/reject, but ONLY on steps where you are an approver. Default: all built-in roles.
• reviews.decide.override — decide on any step regardless of approver lists. Default: Project Admin only.
• workflows.read (Admin, Member) to view workflows; workflows.manage (Admin) to create/edit/archive them.

The project owner can always do everything.

Reviews troubleshooting

• Can't approve or reject an item: you can only decide on steps where you are an approver (directly or via a group). If it's not your step, wait for the earlier steps — or ask an admin, who can use the override. A script that was reopened after it was submitted must be completed and resubmitted before anyone can decide on it.
• New review dialog says there are no workflows: someone with workflows.manage must create a workflow on the project's Workflows page first.
• Can't add an item: it is already held by another active review, the script is not completed yet, the template is not published, or the folder holds more than 200 documents (add its subfolders instead).
• Can't close a review: closing is blocked while items are still in review — decide on them, withdraw them, or cancel the review instead.
• Can't delete a review: only closed or cancelled reviews can be deleted, and you need reviews.delete.
• Can't change a document's status: document statuses follow reviews — the change must come from a review's outcome.
• Reviews missing from the sidebar: your role lacks reviews.read — ask a project admin.
• A review is missing from the list: the list opens filtered to Open reviews — change the Status filter.
• The badge count seems off: it counts items awaiting YOUR decision specifically; click the "Awaiting me" chip to see the reviews they are in.