The approval workflow

Guide · For reviewers · 6 min read

Why approval is mandatory

Agents produce drafts; they do not decide what your organisation says publicly. Every change — new page, revision or removal — waits in the review queue until a person approves it. This step cannot be disabled on any plan.

What arrives in the queue

Each item shows the proposed change, a plain-language summary of why it was triggered (a release, a reader question, a scheduled review) and the existing pages the agent relied on. Reviewers can open any cited page in one click to confirm the draft is grounded in current material.

Three actions

• Approve — the change is published through the controlled workflow immediately or at a scheduled time.
• Edit and approve — make changes directly in the draft, then publish. Your edits become part of the source of truth.
• Return — send the draft back with a note. The agent revises and resubmits.

Reviewing well

Reviewers should focus on two questions: is this accurate, and is it aligned with how we operate? Formatting, organisational details and conventions are already handled by the workspace, so time is best spent on substance. If a draft is factually correct but you would phrase it differently, edit and approve rather than return — it is faster and teaches the system your preferences.

Delegation and coverage

Admins can assign approvers to document sets and set a backup approver for absences. Items waiting longer than the review default are flagged and escalated automatically.

Audit trail

Every approval, edit and return is recorded with who acted, when, and what changed. The record is available to Admins and exportable for compliance reviews.