Skip to main content

Managing Approval Lists

Once a project is active, you can continue to manage the approval list — adding items, reordering, and making adjustments as the project evolves.

Adding Items​

To add a new item to an active project's approval list:

  1. Open the project
  2. Click Add Item (or use the add button at the bottom of the list)
  3. Enter the item description
  4. The item is added with Not Submitted status
  5. Optionally configure document checks for the new item

Editing Items​

Click on any item to edit its details:

  • Description — update the requirement text
  • Review sequence — change the suggested submission order
  • Type — categorise the item

Changes are saved automatically.

info

Editing an item's description does not affect its status or any documents already submitted against it.

Reordering Items​

Drag and drop items to change their order in the list. The item number updates automatically to reflect the new position.

Reordering is useful when:

  • You want to group related items together
  • Priorities change during the project
  • New items need to be inserted between existing ones

Removing Items​

To remove an item from the approval list:

  1. Click on the item
  2. Click Delete (or the remove button)
  3. Confirm the deletion
warning

Deleting an item also removes any submitted documents and comments associated with it. Consider marking items as Not Applicable instead if you want to preserve the history.

Changing Item Status​

Approvers and co-approvers can change an item's status:

  1. Click on the item
  2. Select the new status:
    • Satisfied — the submission meets requirements
    • Request for Info — more information needed (add a comment explaining what's required)
    • Not Applicable — this item doesn't apply to the project
    • Not Submitted — reset the item (removes In Review status)

See Status Workflows for details on each status.

Working with Document Checks​

Each item can have one or more AI-powered document checks:

Adding a Check​

  1. Expand the item
  2. Click Add Check
  3. Enter the check prompt — a description of what the AI should verify
  4. The check name is auto-generated from the prompt

Viewing Check Results​

When a document is uploaded and checks run:

  • Each check shows a result: Pass, Fail, Warning, or Unclear
  • Click the result to see the detailed AI explanation
  • Use the results to inform your review decision

See Document Checks for more detail.

Bulk Operations​

For large approval lists, you can perform operations across multiple items efficiently:

  • Use templates to populate many items at once during project creation
  • AI extraction from PDF can generate dozens of items from a single document
  • Items maintain their relationships to template sources, enabling batch updates via template propagation

Tips for Effective Management​

  1. Use clear, specific descriptions — applicants should immediately understand what's needed
  2. Set review sequences — help applicants prioritise their submissions
  3. Add document checks early — configure checks before the applicant starts uploading so results are available from the first submission
  4. Communicate via comments — when changing an item's status, especially to Request for Info, always add a comment explaining the reason