Review a submitted document

Reviews is one queue for everything waiting on your sign-off: “Submitted job documents and safety revisions waiting on your sign-off.” Job forms and controlled safety documents share the surface but route on different permissions. What you read is an immutable snapshot taken at submission — not the live document, which may have moved on.

Before you start

The page needs either the Review job forms permission or the Review safety documents permission. Which one you need depends on the document.

Document type	Shown in the queue as	Routes to
preflight	Preflight survey	Review job forms
onsite	On-site package	Review job forms
briefing	Briefing	Review job forms
postflight	Post-flight and debrief package	Review job forms
occurrence	Occurrence / Airprox report	Review job forms
rams	RAMS, followed by the RAMS name	Review job forms
controlled_document_revision	The controlled document title	Review safety documents

Holding only one permission means you see, and can act on, only that half of the queue.

You also need a saved signature to approve anything. Save one from the sidebar user button, which opens the My signature dialog, or inline from the approve dialog itself. One reusable signature covers every approval.

Steps

1. Open Reviews

   The three tiles are Awaiting You, Approved and Changes Requested, and each one selects that queue. The Queue pane lists the matching reviews; a pulsing dot marks one still waiting on you.

2. Select a review and read the snapshot

   The detail pane opens on the PDF tab, with a Structured tab beside it. Both render the submitted snapshot. The strip at the top shows the status, the revision the snapshot was taken at as REV and a number, and the document type. Review history at the bottom lists every event on the review.

3. Approve it

   Press Approve. The dialog is titled Approve this document? and states the consequence: “Approval is the GO decision. Your saved signature, name, and the approval time will be recorded against this submitted revision.” Check the signature preview, add an optional note, and confirm with Approve revision.

4. Or send it back

   Press Request changes. The dialog asks you to “Explain what must change before this document can be approved.” The Required note is mandatory — the confirm button stays disabled until you write one — because it is what tells the preparer what to fix. Confirm with Send request.

Options

Read the snapshot, not the live form

The reviewer never sees the live document. At submission the server builds an immutable snapshot from canonical records, and the detail pane renders only that. The submitter is told as much at submit time: “The reviewer receives an immutable snapshot of the current document.”

This is why the REV number matters. It is the revision the snapshot was taken at. If the document has moved on since, your approval would describe a version that no longer exists — which is exactly the case the next section covers.

Editing the document supersedes the review

Any edit to the underlying document supersedes both the pending review and the most recent approved one. Both land in Superseded, and both disappear from all three queues.

On the job’s Forms tab the two cases read differently. A superseded review that was still pending shows as Draft — nothing was ever decided. A superseded review that had been approved shows as Approval stale, which is the signal that the approval no longer covers what is in the document.

The supersede note names the cause, for example “Preflight survey changed after review.” An identical write is not an edit and does not supersede anything.

Reassign a review

Only when the review is still pending, and only if you are the assigned reviewer or an organisation admin — plus the matching review permission in both cases. The submitter cannot reassign unless they are also one of those.

Pick a name from the Assigned reviewer select in the detail pane and press Reassign. There is no dialog. The new reviewer is notified and the change is written to the review history.

Who can be a reviewer

To appear in a reviewer picker, someone must be in your organisation, not inactive, not seat-blocked, not deleted, and hold the permission that document type routes to. Eligibility is re-checked at approval time, so a reviewer deactivated after assignment cannot approve.

Self-review — one person both submitting and approving — depends on the operating mode:

• Solo always allows it.
• Regulated never allows it.
• Team follows the Self review switch in the form review policy, which is off by default.

See Safety settings.

Set default reviewers per document type

Go to Organization, then Templates, then RAMS & reviews, and find the Form review policy panel. Needs the Manage org settings permission.

Organization default reviewer is “Used when a form-specific reviewer has not been configured.” Document defaults lets you “Override the organization default for individual exported form packages” for the six job document types. Controlled-document revisions are not in that list — pick their reviewer from the Reviewer select on the Safety, then Documents tab instead.

The reviewer for a new submission resolves in this order: the reviewer explicitly chosen at submission, then the per-document default, then the organisation default. If none of the three exists, submission is refused.

If a configured default later becomes ineligible, the panel shows an invalid assignments count and warns that “One or more configured reviewers are inactive, outside this organization, or no longer have the Forms review permission.” Replace them before submitting anything new.

What happens next

Status	Shown as	How it gets there	Where it appears
pending	Awaiting review	Submitted for review	Awaiting You
approved	Approved	The assigned reviewer approving with a signature	Approved
changes_requested	Changes requested	The assigned reviewer sending it back with a note	Changes Requested
superseded	Superseded	The underlying document being edited	Nowhere in Reviews. On the job it reads Draft or Approval stale
cancelled	Cancelled	The submitter, the reviewer or an admin cancelling it	Nowhere in Reviews

For a controlled-document revision, approval also moves the revision itself to Approved, ready for someone with Manage safety to press Make effective. For a preflight survey, an approval that still matches the current document is what lets the on-site package inherit GO decisions as baseline suggestions — a manually recorded NO-GO always takes precedence and is never overwritten.

Troubleshooting

Approve is greyed out and says a signature is required. The dialog states it: “A saved signature is required before you can approve.” Press Add signature in the dialog, draw and Save signature, and the button enables.

You get a generic “Check your input” error when approving. The most likely cause is a missing or unreadable saved signature, which has no bespoke message. Open My signature, replace it, and try again.

A review vanished from your queue. Someone edited the document, which supersedes the review. It will reappear as a new review when it is resubmitted.

You cannot reassign. You are neither the assigned reviewer nor an organisation admin, or the review is no longer pending.

Submitting is refused as already awaiting review. “This document is already awaiting review. Open the pending review instead of submitting it again.” Only one review can be open per document.

Screenshot pending

Navigate to /reviews signed in as a user holding both Review job forms and Review safety documents, with at least three pending reviews of mixed document types (one preflight, one RAMS, one controlled document) and at least one approved. Capture the whole page: the Reviews heading and lede, the three readout tiles (Awaiting You, Approved, Changes Requested), the Queue rail, and the detail pane on the PDF tab showing the status pill, REV number, title, Open in job button and Review history.

Screenshot pending

From the Reviews queue, select a pending review as its assigned reviewer with a signature already saved, and press Approve. Capture the whole dialog: the title Approve this document?, the description about the GO decision, the Approval signature block showing the signature preview and the Change signature button, the Note (optional) field with its character counter, and the footer with Cancel and Approve revision.