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Reviewing and Approving Documents


Review tasks are used for the structured review of documents. They enable a traceable approval process through defined review steps and clear responsibilities. The document’s status is automatically updated, ensuring that the approval process is transparently documented. For more information, see the following article: Overview of Tasks & Topics.


Creating Test Questions

To create a review task, set the document's status to "Review." You can set the status either before opening the document using the "Status" column or directly within the open document. You can also select multiple documents and add them to a review task.


To create a review task, you need write access to the folder where the relevant document is stored. For more information on the visibility and permissions for folders and documents, see the following article: Visibility & Permissions for Folders & Documents.




The available statuses for documents are:

  • No status: Initial state with no defined processing phase
  • Draft: The document has been marked as a draft
  • Review: A review with one question is active
  • Released: The document has been marked as "Released"
  • Approved: The document has been approved following a completed review
  • Invalid: The document has been marked as invalid (e.g., because it is outdated)



The "Approved" status can only be achieved by completing a review task. Once a document has been set to "Under Review," it is no longer possible to change its status directly. In this case, the associated review task must first be completed or deleted. Changes to a document’s status can be viewed in Version history.



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Editing Assessment Tasks

The review task that is created is automatically titled "Review Document" and includes a direct link to the associated document. Other elements, such as the title, description, attachments, or responsibilities, can be customized as described in Regular tasks. It is also possible to create or upload Assignment Templates.



In addition, the review task includes the review process, which is a list of individual review steps. For each review step, a title can be assigned, one or more responsible persons can be designated, and a due date can be set. This ensures that all parties involved know what needs to be reviewed in the respective document. When entering the review steps, the due date must be set for each step before the next review step can be entered.



Completing Test Tasks

Once the inspection task has been created and the inspection procedure defined, the assigned individuals can complete their respective inspection points. Each inspection step can only be completed once the previous inspection step has been completed by the assigned personnel. All inspectors must complete their inspection step before the next inspection step is released.



Examiners receive a notification in the Notification Center as soon as their review step is ready. The review task also appears in their task list.



Once all test steps have been completed, the review can be completed.



After the review is complete, the responsible person can review the task one last time and finalize it.



Once the task is completed, the document's status is automatically set to "Approved."


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Canceling the Review

If a document is to be rejected or revised during the review process, or if the review cannot continue for other reasons, it can be canceled. In this case, the task is marked as completed, but the document is not marked as "Approved." The document's status is then reset to "Draft." While in draft status, the document can be revised based on the reviewers’ comments. The review can be canceled by the person responsible for the review task or by a project administrator.



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For review tasks, multi-step review cycles can be set up in which a document is revised after an initial review and then reviewed again. In this case, a review step—for example, for internal revision—remains open until the relevant person has provided final approval for that step. Feedback and change requests are recorded directly in the comments section of the review task. After the revision, the reviewer can be prompted via the comments to conduct another review. Additional notes can also be entered directly there, ensuring that the entire process remains clearly documented and traceable. Only once all feedback has been implemented and confirmed is the corresponding review step completed. The review process then continues, or the review is finally completed. This allows iterative review and revision processes to be mapped out in a structured and transparent manner within a single review task.


Troubleshooting When Completing Assessment Tasks

There may be instances where you are unable to complete test tasks. When you try to complete a test task, the message "The item could not be saved. Please try again" appears. This may be due to the following reasons.



Insufficient write permissions for the document
The team of the person responsible for the review task has only view permissions for the folder containing the document. However, write permissions are required to complete the review task, as this involves changing the document’s status. Alternatively, a person can be designated as “Responsible” for the review task who has the appropriate permissions for the folder. For more information on the visibility and permissions for folders and documents, see the following article: Visibility & Permissions for Folders & Documents.


The reviewed document has been checked out
If the document is still checked out, the review task cannot be completed. The checked-out file must first be checked back in by the appropriate person. When you open a checked-out document, a message to that effect appears. If multiple files are in review, files that are not checked out are still marked as "Approved."


If the data subject is unable to check out the file, please contact Support.



Error message when saving; verification process blocked

Updated on: 16/07/2026