Key Concepts
Before diving in, here are the core building blocks you will encounter throughout ApprovIQ.
Projects
A project is the central unit of work in ApprovIQ. It represents a construction project that requires certification approval — such as a building development, renovation, or compliance assessment.
Each project has:
- A name and address
- An approver (the person who created it)
- An applicant (the person submitting documents for approval)
- An approval list of items that need to be satisfied
- Optional co-approvers and collaborators
Projects move through stages: Draft (during setup) → Active (accepting submissions) → Completed (all items satisfied).
Approval Lists
An approval list is a structured checklist of items that the applicant must satisfy. Each item represents a specific document or piece of evidence that the approver needs to review.
For example, an approval list for a building certification might include:
- Structural engineering certificate
- Fire safety compliance report
- Site survey plan
- Builder's insurance certificate
Each item has a status that tracks its progress through the review cycle.
Learn more about Approval Lists
Documents
Documents are files uploaded against approval list items. When an applicant uploads a document, the approver can review it, request changes, or mark the item as satisfied.
ApprovIQ supports a wide range of file formats — PDF, Word, Excel, PowerPoint, and images. Non-PDF files are automatically converted to PDF for consistent viewing and AI analysis.
User Roles
ApprovIQ has four distinct roles, each with different permissions:
| Role | Description |
|---|---|
| Approver | Creates and owns the project. Reviews documents, manages the approval list, stamps approved documents. |
| Applicant | Submits documents for approval. Can upload documents, track status, and communicate with the approver. |
| Co-approver | Assists the approver with review responsibilities. Has most approver permissions except managing invitations. |
| Collaborator | An external party who can view the project, upload documents, and add comments. Limited permissions. |
Status Workflow
Every approval list item follows a defined status workflow:
Not Submitted → In Review → Satisfied
↓
Request for Info → (Applicant resubmits) → In Review
↓
Not Applicable
- Not Submitted — No document has been uploaded yet
- In Review — A document has been submitted and is awaiting review
- Satisfied — The approver has accepted the submission
- Request for Info — The approver needs additional information or a revised document
- Not Applicable — The item does not apply to this project
Learn more about Status Workflows
Document Checks
Document checks are AI-powered analysis rules that can be attached to approval list items. When a document is uploaded, the AI automatically reviews it against the check criteria — verifying content, searching professional registers, and cross-referencing other project documents.
Learn more about Document Checks
Templates
Templates allow approvers to build reusable libraries of approval list items, complete with document checks. Instead of building an approval list from scratch each time, you can apply a template and have your items, checks, and reference documents ready instantly.