Tracking approval requests

After submitting a request, you can monitor its progress in the system at any point without needing to contact your approvers directly.

Understanding request statuses

Each person in the approval line has an individual status that updates as the request moves forward.

Waiting	The request has not yet reached this person.
Pending	The request has reached this approver and is currently waiting for their action.
Completed	This person has approved the request. The date and time of their action is recorded alongside their name.

If you are the drafter

Once submitted, your request appears under My Documents → Submitted. Click on it and open the Head tab to see a full picture of where the request stands — the approval line, each approver's status, and the date they acted. In case the request is rejected

You can also click Approval History in the Head tab to see a full log of all actions taken on the request. If a request has been edited and resubmitted or updated during the process, the Version dropdown lets you view and compare earlier versions of the document.

If your request is rejected, it will move to My Documents → Rejected. The approver's reason for rejecting will appear as a comment icon next to their name in the approval line. Review the comment, make the necessary changes, and resubmit.

If you are an approver

If you are assigned to a request as an approver and it's pending on your end, you will find it in:

To Be Processed → Internal Approval: if a user from your institution assigned it to you, or
To Be Processed → External Approval: if a user from another institution assigned it to you.

Once you approve the request will move to:

Processed → Completed: if you are the final approver.
Processed → Ongoing: if you're not the final approver.

Once everyone has approved, it moves to completed.

Drafter's final check

Some forms are configured with a Drafter's Final Check. When enabled, the request returns to the drafter after all approvers have approved for confirmation, before it is marked as completed. You will find it in To Be Processed → Internal Approval with your role listed as Confirmer. Review the document and click Confirm to finalise it.

Completed requests

Once fully approved, the request moves to Processed → Completed for both the drafter and all approvers. The reference number, date of completion, and each approver's signature with their date and time of signing are all visible on the document at this point.

For outgoing requests, once completed the document appears in the Sender Manager's Outgoing folder to be dispatched to the recipients.

Follow up

The Follow Up tab is available on any request to everyone in the approval line. Use it to ask questions or provide additional context at any point during the process.

Completed documents can be shared with other users within your institution either with a single user or with a group. The recipient will find the document in their Processed → Shared with Me folder.