Skip to main content

Managing Approval Lists

Once a project is active, you can continue to manage the approval list — adding items and tasks, reordering, and making adjustments as the project evolves. An approval list holds two kinds of entries: applicant-visible items and internal tasks. See Approval Lists for the distinction.

Adding Items and Tasks​

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

  1. Open the project.
  2. Click Add Item or Add Task.
  3. Enter the description.
  4. The entry is added with Not Submitted status.
  5. Optionally configure document checks for the new entry.

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.

Running a Check Against a Document​

Checks run against a specific target document chosen on the review page. From the review page:

  1. Select the approval list item.
  2. Select the document you want to check.
  3. Run the checks — the AI analyses that document against each of the item's checks.

Each result records the target document and any other documents the AI pulled in for context (referenced documents). See Document Checks.

Viewing Check Results​

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

The Review Page​

The review page has three resizable columns:

  • Left: the approval list items and tasks.
  • Middle: the document preview.
  • Right: tabs for Team Chat, Document Checks, and AI Review.

Drag the handles between columns to resize; ApprovIQ remembers your layout so you can set it up once and forget it.

Bulk Operations​

For large approval lists, you can populate many entries at once during project creation:

  • Choose a Project Type populates items, tasks, fields, and document sets in one click.
  • Upload a PDF extracts items from a checklist document via AI.

Library approval items also support check propagation, so updates to a library check flow through to every active project that uses the item.

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. Use tasks for internal items — don't clutter the applicant's view with approver-only to-dos.
  5. Communicate via comments — when changing an item's status, especially to Request for Info, always add a comment explaining the reason.