Approval Lists
An approval list is a structured checklist of the documents and evidence required for a project's certification. Each item in the list represents a specific requirement that the applicant needs to satisfy.
Approval List Items
Each item in an approval list has:
| Property | Description |
|---|---|
| Item number | A sequential number for ordering and reference |
| Description | A clear explanation of what document or evidence is required |
| Status | The current review state (see Status Workflows) |
| Type | Categorisation of the item (optional) |
| Documents | Files uploaded against this item |
| Comments | Discussion thread between the approver and applicant |
| Document checks | AI-powered verification rules (see Document Checks) |
Creating an Approval List
Approval lists can be created in several ways during the project wizard:
From a Template
Select from your template library to instantly populate the approval list with pre-configured items, including any associated document checks and reference documents. This is the fastest way to set up a new project when you have a standardised set of requirements.
Copy from a Previous Project
Duplicate the approval list from an existing project. This copies items and their configuration but not the submitted documents — giving you a clean starting point based on past work.
AI Extraction from PDF
Upload a document (such as a consent conditions letter or a specification) and AI will extract individual approval items from the text. You can provide custom instructions to guide the extraction — for example, "Extract each condition as a separate item" or "Focus on documentation requirements only."
Manual Entry
Add items one at a time, writing your own descriptions. This gives you full control over the approval list structure.
Managing Items
Once a project is active, the approver can:
- Reorder items — drag and drop to change the sequence
- Edit descriptions — update item text as requirements evolve
- Add new items — append additional requirements to the list
- Remove items — delete items that are no longer needed
- Change status — move items through the review workflow
See Managing Approval Lists for detailed instructions.
Item Descriptions
Item descriptions support rich text and can include:
- Detailed explanations of what is required
- References to relevant standards or regulations
- Links to example documents
- Specific formatting or content requirements
When items are created from templates, descriptions can be composed from multiple sources — the base template item description plus any list-specific descriptions from the template membership.
Review Sequence
Items can be assigned a review sequence number, allowing approvers to indicate a preferred order for document submission and review. This helps applicants prioritise which items to address first.