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Approving documents

Documents uploaded by suppliers through the upload wizard enter the platform as pending and must be approved before they behave as normal documents. Member uploads skip this queue entirely.

The lifecycle: pending → active (approved) / rejected / moderation (under review). Status, approver, and dates are stored on the document; there is no separate approval record.

Who approves, and where

When a supplier uploads, the deal's administrator and negotiator (plus any contacts configured on the folder type) receive an email — "Document upload needs approval", linking to the pending queue — and a task notification. The queue is the document search view filtered to status: Pending (/files/filter?status=pending); the Pending and Rejected filters are available to admin users (and the pending filter to CMT-role users).

Steps

  1. Open the pending queue and review the document (filename links to the detail view; "Exception!" flags a mitigating-circumstances note from the uploader).
  2. Choose an action on the row:
  3. Approve — the document becomes active, recording you and the approval date. If the folder type carries approval permissions, those view rules are applied; on digest-enabled folder types a news post is published (price files get importance flags by filename prefix); PIM price approvals notify configured contacts; the uploader's pending-approval task is cleared, and event-driven tasks resolve automatically.
  4. Reject — you are prompted for a reason; the document is marked rejected with your identity and message (shown on its detail page), tagged "Rejected", and an email to the uploader is opened pre-addressed.
  5. Place under review — moves the document to moderation, tags it "Under Review", and opens the news editor to communicate the review.

The "Recent approvals" page

/files/approvals is a read-only dashboard of recently approved documents grouped by upload-wizard folder type — useful for checking what has gone live. It is not the action queue.

If it fails

  • You don't see Pending/Rejected filters — they are limited to admin (and CMT) roles.
  • An approved price file didn't produce a news post — the folder type's digest setting controls this, and approval can be run with news suppressed.
  • A document in moderation shows no dedicated badge on its detail page header (only pending/rejected/archived do) — check the search view's status column instead.