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Check & release documents


Review tasks are used for the structured review of documents. They enable traceable approval through defined review steps and clear responsibilities. The status of the document is automatically adjusted, making the release process transparent and documented. Further information can be found in the following article: Overview of tasks & topics.


Creation of test tasks

To create a review task, you can first select the document to be reviewed and start the review by adjusting the status. The status can be set to "Review" either before opening or directly in the open document.


To create a check task, write permissions are required for the folder in which the corresponding document is stored. Further information on the visibility & permissions of folders & documents can be found in the following article: Visibilities & authorizations of folders & documents.




Available statuses for documents are:

No status: Initial status without defined processing phase

Draft: Document has been marked as draft

Review: Review with a review task is active

Released: Document has been marked as released

Approved: Document has been approved by a completed review

Invalid: Document has been marked as invalid



The status "Approved" can only be achieved by completing a review task. If a document has been set to "Review", a direct status change is no longer possible. In this case, the associated review task must first be completed or deleted. The changes to the status of a document can be seen in Version history.



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Editing test tasks

The created check task is automatically given the title "Check document" and a direct link to the associated document. Other elements such as the title, description, attachments or responsibilities can be customized as in Regular tasks. It is also possible to create or load Task templates.



The test task also contains the test sequence. This is a list of individual test steps. A title can be assigned to each test step, a person responsible can be defined and a due date can be set. This ensures that all those involved know what is to be checked in each document. When entering the test steps, the due date must be set before the next test step can be entered.



Completion of test tasks

As soon as the test task has been created and the test sequence has been defined, the assigned persons can complete their respective test points. The respective test steps can only be completed once the previous test step has been completed by the assigned person.



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



Once the review has been completed, the person responsible can carry out a final review of the review task and complete the task in full.



Once the task has been completed, the status of the document is automatically set to "Approved".


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Cancel the review

If individual review points cannot be completed, it is possible to cancel the review. In this case, the task is completed, but the document is not marked as "Approved". In this case, the status of the document is reset to "Draft".



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Troubleshooting when completing test tasks

It may happen that it is not possible to complete test tasks. When trying to complete the test task, the message "The element could not be saved, please try again." appears. This can have the following causes.



Missing write access to the document

The team of the person responsible for the review task only has view rights to the folder in which the document is located. However, write permissions are required to complete the check task, as this changes the status of the document. Alternatively, a person can be set as "Responsible" for the check task who has the corresponding rights to the folder. Further information on the visibility & permissions of folders & documents can be found in the following article: Visibilities & authorizations of folders & documents.


Checked document is checked out

If the document is still checked out, the checking task cannot be completed. The checked-out file must first be checked back in by the relevant person. A corresponding message appears when a checked-out document is opened.


If the file cannot be checked out by the person concerned, please contact Support.



Error message when saving, check process blocked

Updated on: 01/11/2025