Review & Approval

UI: Review & Approval / Revisão e aprovação
Audience: Project initiators, reviewers, and approvers

What it's for

To create and execute document reviews with a workflow (steps, reviewers, approve/reject), aligned with Approval Flows.

Relevance

Governance: nothing progresses without the right step. It can start from files, a Transmittal, or a Topic. Without clear reviews, the CDE does not distinguish between “under review” and “approved for use”.

Example of use

The manager creates a review from 3 drawings, chooses the workflow Technical review → Final approval, and initiates the flow. In the Review step, the reviewer claims the step (Single mode) and submits the participant's decision. When the flow reaches Final approval, the approver decides file by file. If any file is REJECTED, the final approval closes as rejected; if all are APPROVED, the step concludes, and completion actions (attributes / destination folder) are applied according to the template.

Who can use it

Initiators, reviewers, and approvers with a role in the flow (and corresponding CDE / project permissions).

Screen anatomy

• Lists Active reviews / Archived reviews.
• Ribbon Manage / Reports / View.
• Wizard Create (Scope → … → Summary).
• Detail (sheet): tabs Information · Files · Steps · Decisions · History.

Options and fields

Ribbon

Group	Actions
Manage	Create Review · Start · Close · Send Back · Send to Initiator · Skip Step · Archive · Delete
Reports	Export CSV · Export Report PDF
View	Filters · Columns · Compare Versions

List columns / filters

Status · ID · Round · Review name · Priority · Initiated by · Next action due · Created on · Files · Progress · Total steps · Current step · Workflow · Next action by · Finished on · Approved · Rejected · Actions.

Filters: Search · Status · Priority · Initiated by · Created on · Next action due · Finished on · Total steps · Current step · Workflow.

Statuses: Draft · Active · Processing · Sent back · Returned · Closed · Archived · Cancelled.
Priorities: Low · Medium · High · Critical.

Create wizard

Steps: Scope · Files · Workflow · Reviewers · Details · Summary.

Field	Function
Scope	Documents/files · Transmittal · Topic
Approval workflow	Project workflow (template)
Review name / Title · Description · Priority · Due date	Review identity
Reviewer(s) & Approver(s)	Who decides in each step
Step name · Type (Sequential / Parallel / Consolidation)	Structure
Reviewer mode (Single / Group)	One reviewer at a time vs group
Rule (All must decide / Any one / Majority)	Quorum in group steps
Action upon completion · Copy approved files to · Update attributes when approved	Post-approval
Linked references · Completion target folder	References and destination
Save as draft · Create & start	Publish

Detail / tabs

Tab	Content
Information	Review ID · Created by · Created · Due · Started · Closed · Progress · Round · Completion target folder · Watchers
Files	List of files; APPROVE/REJECT decisions only in final approval; Transmit… · Open · Download
Steps	Workflow steps, participants, step status, Submit decision (review steps)
Decisions	Participant decisions + per-file decisions (see section below)
History	Actions timeline (start, claim, decisions, skip, close…)

Step badges: Not Started · Waiting · In Review · Completed · Skipped · Rejected.
File badges: APPROVE · REJECT (and project status codes, if mapped).

Frequent actions in the detail header: Start · Close · Claim step / Claim step · Download PDF · Create transmittal · menu (Skip step · Recall · Cancel…).

Transmit… in the file detail may show “Transmittal is not available yet.” in some states — only after the review is eligible (typically closed/approved according to rules).

How the execution flow works

This section describes the expected behavior in the app — useful for users and for QA.

Two types of steps

Step type	What the reviewer does	Where in the UI
Review (intermediate)	Decides on the step as a participant (approve / reject the step)	Steps tab (and summary in Decisions)
Final approval	Decides file by file (APPROVE / REJECT)	Files tab

A single review can have several review steps and one final approval step at the end of the template.

Claim step

• Only appears when the active step is in Single mode (one reviewer at a time).
• Serves to reserve the step for yourself.
• Does not “release models/files” at any stage: in Review stages, claiming does not activate APPROVE/REJECT in the Files tab.
• In Final approval (Single), claiming is usually necessary before you can decide on the files.

Active Review step

1. Open the review → Steps tab.
2. If Single mode → Claim step.
3. Submit participant decision for that step.
4. In the Files tab, it is normal to see a message that you do not have permission to decide on these files — per-file decisions only exist in final approval.

Active Final Approval step

1. The step must be In Review (not “Not Started”).
2. If Single → Claim step.
3. In the Files tab, decide on each file (APPROVE / REJECT), one by one or in bulk when the UI allows it.
4. Each file decision is saved immediately — there is no draft + “submit package at the end” button.
5. While the final step is still active, you can change a file's decision (re-decide on the same file).
6. When the last file receives a decision, the system automatically consolidates:
   • All APPROVE → final step Completed (and the flow proceeds / closes according to the template).
   • Any REJECT → final step Rejected, and the review moves to the corresponding return/close state (Sent back / completed rejected in the UI). There is no extra screen to “confirm package outcome”.

After closing

• You can no longer change file decisions.
• The no-permission message in the Files tab is expected.
• The Change button in the Decisions tab may still appear and only navigates to Files — at which point the system blocks. This does not mean the business rule is incorrect.

How to read the Decisions tab

There are two types of decisions in the same tab:

1. Participant decisions — cards per person/step (Review-type steps), with an Approved/Rejected badge.
2. Per-file decisions — listed by file, with the name of who decided (final approval).

Important:

• In Final approval, the approver does not create an “Approved/Rejected participant” card in the same style as the review step — they only decide on the files. Therefore, it may seem that the final user's decision is “missing” from the participant counters.
• The top counters (X approved / Y rejected) count only participant decisions, not the APPROVE/REJECT of the files. You may see 1 approved / 0 rejected at the top and still have a REJECT file in the list — current UI behavior, not proof that the REJECT was ignored.

Quick checklist (expected)

Situation	Expected outcome
Files tab in the Review step	Message of no permission to decide on files
Claim in the Review step	Reserves the step; does not release APPROVE/REJECT for files
Enter Final approval + claim (Single)	Enables deciding on files
Change a file's decision before all are decided	Allowed
Last file with 1 REJECT (even with other APPROVEs)	Final step Rejected; flow closes without extra manual confirmation
All files APPROVE	Final step completed / proceeds
After closing, attempt to change file	Blocked
Decisions tab: final approver	Appears in per-file decisions, not as a second participant card from step 1

How to use

Open

1. CDE → Review & Approval.
2. Open an item in Active reviews (or Archived reviews).

Create and start

1. Create Review.
2. Go through the wizard (Scope → Files → Workflow → Reviewers → Details → Summary).
3. Create & start (or Save as draft and then Start).

Execute as reviewer (Review step)

1. Open the active review's detail.
2. Steps tab → if Single, Claim step.
3. Submit participant decision.
4. Do not expect to decide on files in this step.

Execute as final approver

1. Confirm that the current step is Final approval and is In Review.
2. If Single → Claim step.
3. Files tab → APPROVE / REJECT per file.
4. Upon completing the last file, the outcome consolidates automatically (see section above).

Close / archive / transmit

1. When the flow ends, use Close / Archive according to the status and your permissions.
2. Create transmittal may become available in eligible closed reviews.
3. Notifications: Project Notifications.

Links

• Approval Flows · Document statuses · CDE Configuration · Transmittals · Topics

Tips / common errors

• “I cannot decide on files” in the Review step — expected. Only in Final approval.
• Claim did not unlock files — confirm if the active step is indeed final approval (not an intermediate review step).
• I approved 2 and rejected 1, and the flow was rejected — expected: any REJECT in final approval rejects the step. There is no manual confirmation of the “package”.
• I wanted to change the decision after closing — only possible while final approval is still active; not after closing.
• In the Decisions tab, I only see the user from step 1 — the final approver counts in per-file decisions; the Approved/Rejected counters at the top ignore files.
• Without a workflow/template in the project, Create is limited — configure Approval Flows.
• Different from Design RFA — RFA.
• Skip Step / Send Back / Recall alter the path — use with discretion (Skip marks the step as ignored and proceeds).