Who is this article for?

Users responsible for managing Documents.

Document Editor permissions are required.

Review and Approval are stages of the Document lifecycle the file must go through before it can be made live.

This article walks you through the process of releasing a Document for each of these steps.

1. Releasing a Document for review

Review is an optional step allowing the Editor to gather suggestions from a group of peers and collaborators before releasing for approval.

As with the approval process, the released Document passes from Reviewer to Reviewer, according to the order prescribed in the Document Lists. Editors can leave the Document in Review until all members of the group have reviewed or until enough feedback is gathered.

Once all reviews are complete or the Editor cancels the release, the Document goes back into Edit. From here, the Editor can apply any suggested changes and release the Document for approval.

To release a Document:

1. Access the Documents module.
2. Find a Document in the tree.
3. Open the Document.
4. Access Actions.
5. Select Release for Review.

6. Enter a Comment.
7. Click Release for Review.
   If you're on the Review list, you can select Release and Review to save time.

This will send the Document to each Reviewer's Inbox.

Any comments added through the Review pane in Word for Documents with Track Changes will automatically be added into the Edit comments when the Document is released for review or approval.

Editors can return to the Document and select 'Cancel Release for Review' at any time. This removes any Inbox items from the remaining Reviewers and returns the Document to Edit.

2. Releasing a Document for approval

Approval is a required step allowing the Editor to submit a new revision to a list of users who have the authority to approve Documents for publication.

As with the review process, the released Document passes from Approver to Approver, according to the order prescribed in the Document Lists.

Each Approver has the option to approve the revision, sending it to the next user in the approval group, or reject it, placing it back in Edit so the Editor can make changes before the next release.

Once a Document is released for approval by the editor, it passes from user to user until all approvals are complete, at which point the Document is automatically published. 

To release a Document:

1. Access the Documents module.
2. Find a Document in the tree.
3. Open the Document.
4. Access Actions.
5. Select Release for Approval.
6. Enter Changes Made.
   If the Document was rejected previously during this Edit, the rejection comments will be displayed.
7. Click Release for Approval.

This will send the Document to each Approver's Inbox.

Any comments added through the Review pane in Word for Documents with Track Changes will automatically be added into the Edit comments when the Document is released for review or approval.

Editors can return to the Document and select 'Cancel Release for Approval' at any time. This removes any Inbox items from the remaining Approvers and returns the Document to Edit.