Understanding approvals
Understand the difference between review and approval
Approval in Cognidox is a key process that ensures documents meet required standards before being finalized. It is a stricter and more formal process compared to document reviews. This article explains the fundamental differences between review and approval and how the approval process functions in Cognidox.
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Check out the video, then take a look at the summary below.
Review vs. Approval
The primary distinction between a document review and an approval lies in the level of strictness and necessity of responses:
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Review: A review is a flexible process where multiple individuals are invited to provide feedback on a document. Responses may vary:
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Some reviewers may approve the document.
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Some may suggest changes.
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Others may not respond at all.
In many cases, even if not all reviewers provide feedback, the document can still move forward if the author reasonably assumes there are no major objections. If some reviewers request changes, their feedback may be considered but does not necessarily block progression.
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Approval: The approval process, on the other hand, is far more rigid. Every designated approver must explicitly approve the document for it to be considered approved. Key aspects include:
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If three people are required to approve a document, all three must provide a "yes" response.
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If one approver rejects the document, the approval process halts until necessary updates are made.
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Non-responses are not acceptable; all assigned approvers must give a definitive response (either approval or rejection).
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The Approval Workflow
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Submission for Approval: The document is submitted for approval, specifying a set of approvers.
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Response Collection: Each approver reviews the document and either approves or rejects it.
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Handling Rejections: If an approver rejects the document, necessary changes must be made before resubmission.
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Final Approval: Only when all designated approvers provide a "yes" can the document be considered fully approved.
Conclusion
Understanding the distinction between review and approval is critical for efficient document management in Cognidox. While reviews allow for more flexibility and interpretation, approvals require unanimous consent from all designated approvers. This ensures that approved documents meet stringent standards and are free of critical issues before finalization.