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Submitting, Approving & Rejecting ​

Overview ​

The final step in the Capture process is completing the capture by taking an action. Available actions depend on the template's submission type and your role.

Action Types ​

Submit ​

Who: Capture creator

When: After creating and filling out a submit-type capture

Effect:

  • Completes the capture
  • Triggers on-submit automation
  • Moves capture to submitted status
  • May trigger workflows or notifications

Approve ​

Who: Reviewer with approve permissions

When: After reviewing an approve/reject-type capture

Effect:

  • Marks capture as approved
  • Triggers on-approve automation
  • May publish documents, update states, trigger workflows
  • Records approval in timeline

Reject ​

Who: Reviewer with reject permissions

When: After reviewing and finding issues requiring rejection

Effect:

  • Marks capture as rejected
  • Triggers on-reject automation
  • May return files to original state, create tasks, send notifications
  • Records rejection and feedback in timeline

Submitting a Capture ​

Prerequisites ​

Before submitting:

  • ✅ All required fields filled
  • ✅ Minimum artifacts added (if required)
  • ✅ Artifact rules satisfied
  • ✅ All information accurate and complete

Submit Process ​

  1. Review your capture

    • Verify all fields correct
    • Check artifacts included
    • Review for completeness

  2. Click Submit button

    • Located in capture details or review environment
    • May require confirmation

  3. Confirm submission

    • Confirmation dialog may appear
    • Verify you're ready to submit
    • Click Confirm

  4. Submission completes

    • Capture status changes to Submitted
    • On-submit automation executes (if configured)
    • Notifications sent (if configured)
    • Confirmation message displays

After Submission ​

You cannot:

  • Edit submitted capture (in most cases)
  • Remove artifacts
  • Change field values

You can:

  • View capture details
  • See timeline
  • Monitor status changes
  • Add comments (if permitted)

Approving a Capture ​

Prerequisites ​

Before approving:

  • ✅ All required artifacts reviewed
  • ✅ Content meets requirements
  • ✅ No issues preventing approval
  • ✅ Decision is final and documented

Approval Process ​

  1. Complete thorough review

    • Review all artifacts
    • Add markups for any minor notes
    • Ensure all requirements met

  2. Add comments (optional but recommended)

    • Explain approval decision
    • Note any conditions
    • Provide feedback

  3. Click Approve button

    • Located in review environment or capture details
    • Green button typically

  4. Confirm approval

    • Confirmation dialog appears
    • Review your decision
    • Click Confirm

  5. Approval completes

    • Capture status changes to Approved
    • On-approve automation executes
    • Notifications sent
    • Timeline updated
    • Confirmation message displays

Approval Best Practices ​

  • ✅ Be thorough - Ensure complete review before approving
  • ✅ Document decision - Add comments explaining approval
  • ✅ Check all artifacts - Don't skip files
  • ✅ Verify requirements - Ensure all criteria met
  • ✅ Be timely - Don't delay approvals unnecessarily

After Approval ​

The capture:

  • Moves to approved status
  • Can't be edited
  • Remains in system for audit trail
  • Automation executes (publishing, notifications, etc.)

You:

  • Can view capture and timeline
  • Can see automation results
  • May receive confirmation notifications

Rejecting a Capture ​

When to Reject ​

Reject when:

  • Content doesn't meet requirements
  • Errors or issues found
  • Missing information
  • Wrong artifacts included
  • Requirements not satisfied
  • Quality standards not met

Rejection Process ​

  1. Complete thorough review

    • Identify all issues
    • Document with markups
    • Note all problems

  2. Add detailed comments (required for rejection)

    • Explain why rejecting
    • List specific issues
    • Provide clear, actionable feedback
    • Be constructive and professional

  3. Ensure markups are clear

    • Add markups showing specific issues
    • Reference markups in comments
    • Provide visual guidance

  4. Click Reject button

    • Located in review environment or capture details
    • Red button typically
    • Comments required before rejection

  5. Confirm rejection

    • Confirmation dialog appears
    • Review your feedback
    • Ensure comments are complete
    • Click Confirm

  6. Rejection completes

    • Capture status changes to Rejected
    • On-reject automation executes
    • Submitter notified
    • Timeline updated with rejection details
    • Confirmation message displays

Rejection Best Practices ​

  • ✅ Be specific - Clearly explain what's wrong
  • ✅ Be constructive - Focus on improvements, not criticism
  • ✅ Use markups - Show exactly where issues are
  • ✅ List all issues - Don't reject multiple times for different issues
  • ✅ Provide guidance - Help submitter fix problems
  • ✅ Be professional - Maintain respectful tone
  • ✅ Be timely - Don't delay rejection if issues found

Example Rejection Comments ​

Good rejection comment:

"Rejecting due to following issues:

  1. Drawing 001 - Dimension at detail A should be 25mm, currently shows 20mm (see red markup)
  2. Drawing 003 - Missing material specification in title block
  3. Assembly model - Component PART-123 is incorrect revision, should be Rev B Please correct these issues and resubmit."

Poor rejection comment:

"Not approved. Fix errors."

After Rejection ​

The submitter:

  • Receives notification of rejection
  • Can view rejection comments and markups
  • Needs to address feedback
  • Can create new capture with corrections

The capture:

  • Status: Rejected
  • Remains for audit trail
  • Comments and markups preserved
  • On-reject automation executes (tasks created, notifications sent, etc.)

Conditional Approval ​

Some processes support "Approve with Comments":

Purpose: Approve with minor suggestions or notes

When to use:

  • Content is acceptable for approval
  • Have suggestions for future improvement
  • Minor non-blocking issues noted

How:

  • Click Approve
  • Add comments noting suggestions
  • Make clear these are recommendations, not requirements

Example:

"Approved. Suggestion for next revision: Consider adding section view at detail B for clarity."

Changing Your Mind ​

Before Confirming Action ​

Easy: Simply don't click Confirm

  • Cancel dialog
  • Continue reviewing
  • Make different decision

After Confirming Action ​

Difficult or impossible:

  • Actions are generally final
  • Designed for accountability and audit
  • May require administrator intervention

If you made a mistake:

  • Contact your administrator immediately
  • Explain situation
  • May require special handling

Prevention:

  • Always review before clicking action
  • Read confirmation dialogs carefully
  • Ensure decision is final before confirming

Automation Triggers ​

What Happens on Submit ​

Typical automation:

  • Email notification to reviewer
  • Task created in project system
  • Logging in external database
  • Status update in other systems

What Happens on Approve ​

Typical automation:

  • Files published to document control
  • Vault lifecycle state updated
  • Email confirmation to submitter
  • Downstream workflows triggered
  • Records updated

What Happens on Reject ​

Typical automation:

  • Files returned to previous state
  • Task created for submitter to rework
  • Email notification with feedback
  • Rejection logged for reporting
  • Alternative workflow triggered

Troubleshooting ​

Action Button Disabled ​

Possible reasons:

  • Required fields not filled
  • Required artifacts not reviewed
  • Artifact rules not met
  • Insufficient permissions
  • Capture in wrong status

Solutions:

  • Review error messages
  • Complete all requirements
  • Check permissions
  • Contact administrator

Action Failed ​

Symptoms:

  • Error message appears
  • Action doesn't complete
  • Capture status unchanged

Possible causes:

  • Network interruption
  • Automation error
  • System issue
  • Validation failure

Solutions:

  • Try again
  • Refresh page
  • Check network connection
  • Contact administrator if persistent
  • Check system logs

Can't Add Comments ​

Check:

  • Text field visible and active
  • Browser JavaScript enabled
  • Sufficient permissions
  • Not blocked by browser extension

Action Confirmation Dialogs ​

Typical Confirmation ​

Are you sure you want to APPROVE this capture?

[Capture Name]
Template: [Template Name]
Artifacts: X files

This action cannot be undone.

[Cancel]  [Confirm]

Reading Confirmations ​

Always verify:

  • Correct action (Approve vs Reject)
  • Correct capture
  • You've completed review
  • Comments are complete (for rejection)
  • Ready to commit

Keyboard Shortcuts ​

Some environments support:

  • Ctrl + Enter: Submit/Approve (if enabled)
  • Esc: Cancel action
  • Tab: Navigate dialog buttons

Check your specific environment for available shortcuts

Next Steps ​

After completing action:

  • Return to Capture Inbox - Continue with other captures
  • View capture timeline - See action recorded
  • Monitor automation - Check for completion of triggered processes
  • If rejected - Watch for resubmission

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