---
title: Document Approval Process
description: "How Document Approvals Work in Symbiant ## Approval Logic In Symbiant Documents must be approved before they are made into officially published versions. Draft Documents that go through this process have a user(s) that are assigned to provide their approval,…"
url: "https://support.symbiant.co.uk/kb/document-approval-process/"
updated: "2023-11-06"
category: Document Management Basics
tags:
  - Add
  - Assign
  - Updating
---

# Document Approval Process

How Document Approvals Work in Symbiant

## Approval Logic

In Symbiant Documents must be approved before they are made into officially published versions.

Draft Documents that go through this process have a user(s) that are assigned to provide their approval, upon all approval being given a document can then be made published.

An important note is that only the user that has been assigned to approve can give a decision, the options are locked to the user account assigned.

The steps of the approval are;

- Approvals are added and assigned to user(s),
- Those assigned user(s) approve or reject a Document,
- If all user(s) approve a Document it can be set to Published.

## Adding an Approval

*Please Note: This will depend on your user role access and permissions if you can add approvals.*

### Accessing Approvals

Navigate to **Document Management **from the left menu,

![](https://support.symbiant.co.uk/wp-content/uploads/2023/11/Document-Management-Module-Menu.webp)

Select any **Draft****Document**.

### Adding an Approval

Navigate to the **Approvals** tab inside the Record.

Select **Add Approval** on the view.

Add an **Approver** and **Details/Notes**.

![](https://support.symbiant.co.uk/wp-content/uploads/2023/11/New-Approval.webp)

Either add further approvals or save the record from the top right (1) **OR **save and edit, causing you to remain on the Document Record (2)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Save-and-Edit.webp)

## Giving a Decision to an Approval

There are two locations where approval decisions can be given, the Document Module or the Approval Universe.

### Accessing Approvals (Document Manager)

Navigate to **Document Management **from the left menu,

![](https://support.symbiant.co.uk/wp-content/uploads/2023/11/Document-Management-Module-Menu.webp)

Select any **Draft****Document**.

### Giving a Decision

Navigate to the **Approvals** tab inside the Record.

Next to the Approvals shall be a Decision choice,

*This is only visible on approvals you are directly assigned to.*

![](https://support.symbiant.co.uk/wp-content/uploads/2023/11/Awaiting-Approval-Approval-Decision.webp)

Select that you either **Approved** and **Rejected** the Document,

Selecting **Rejected** allows a comment for the reason why.

![](https://support.symbiant.co.uk/wp-content/uploads/2023/11/New-Approval-Rejection.webp)

Once you've given any approvals save the record from the top right (1) **OR **save and edit, causing you to remain on the Document Record (2)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Save-and-Edit.webp)

### Accessing Approvals (Approval Universe)

Navigate to **Approvals **from the left menu,

![](https://support.symbiant.co.uk/wp-content/uploads/2023/11/Approval-Menu.webp)

Select any outstanding approval,

*Note: This is based on Roles and Permissions to what you can actively view in the Approval Universe.*

### Giving a Decision

Next to the Approvals shall be a Decision choice,

*This is only visible on approvals you are directly assigned to.*

![](https://support.symbiant.co.uk/wp-content/uploads/2023/11/Awaiting-Approval-Approval-Decision.webp)

Select that you either **Approved** and **Rejected** the Document,

Selecting **Rejected** allows a comment for the reason why.

![](https://support.symbiant.co.uk/wp-content/uploads/2023/11/New-Approval-Rejection.webp)

Once you've given any approvals save the record from the top right (1) **OR **save and edit, causing you to remain on the Approval Record (2)

![](https://support.symbiant.co.uk/wp-content/uploads/2022/06/Save-and-Edit.webp)