Every asset in an approval project carries a status. It tells you where the asset stands: waiting for a reviewer, sent back for changes, cleared for use, or turned down. There are four.
Where you see the status
Open an approval project. The Status column shows where every asset in the list has got to.
What each status means
Pending review
The asset has been uploaded and is waiting for an approver to look at it. Every asset starts here.
Needs change
An approver has reviewed the asset and wants something corrected before it can be approved. The approver leaves a comment explaining what is wrong and says which part of the review needs work. The asset then goes back to whoever uploaded it, so they can upload a new version.
Approved
The asset is cleared for use, and it counts as approved in the Place archive the project is connected to. Approval is final. You are asked to confirm it, and after that the status cannot be changed.
Rejected
The asset will not be used. As with Needs change, the approver leaves a comment first, so the reason is on record. Rejection cannot be undone. A rejected asset stays in the project as a record, it cannot be replaced with a new version, and it can no longer be downloaded.
How to change a status
Open the asset and click the status menu in the top right corner, then pick Approve document, Needs change or Reject document.
Approving and rejecting both ask you to confirm, because neither can be reversed. Needs change and Reject document also need at least one comment on the asset before you can set them.
Only approvers can change a status. If you uploaded the asset yourself the menu stays greyed out, unless an administrator has allowed initiators to review their own material. See What can administrators, initiators and approvers do in a Plan approval project?
Finding assets by status
Click Filters above the list, then choose a status to narrow the list to just those assets.
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