Approval Lists
An approval list is a structured checklist of the documents and evidence required for a project's certification. Each entry in the list represents a specific requirement that needs to be satisfied before the project can be approved.
An approval list is seeded from the Project Type you choose when creating a project. After creation, it's specific to that project — you can add, remove, and reorder entries without affecting the project type it came from.
Items vs tasks
An approval list holds two kinds of entries:
- Approval items are applicant-visible. The applicant sees them in their dashboard and uploads documents against them.
- Tasks are internal — only approvers and co-approvers can see them. Use tasks for things you need to track but shouldn't burden the applicant with (internal reviews, follow-up phone calls, verification steps).
Both items and tasks share the same underlying structure — they're just displayed differently to different roles. Their libraries are separate under Project Creation Setup, so you can keep applicant-facing checklists and internal to-dos organised independently.
Properties
Each item or task carries:
| Property | Description |
|---|---|
| Item number | A sequential number for ordering and reference |
| Title | The short name shown in lists |
| Description | A clear explanation of what's required |
| Status | The current review state (see Status Workflows) |
| Type | item (applicant-visible) or task (approver-only) |
| Documents | Files uploaded against this entry |
| Comments | Discussion thread between the approver and applicant |
| Document checks | AI-powered verification rules (see Document Checks) |
Creating an approval list
A project's approval list is built when the project is created. The project wizard offers four ways to build it:
- Choose a Project Type — the standard path: pick a pre-configured project type and the approval list (items, tasks, fields, document sets) is snapshotted into the project.
- Based on Previous Project — copy the approval list from an existing project. Items are copied; submitted documents are not.
- Upload a PDF — upload a checklist PDF and the AI extracts each requirement as an approval item.
- Add Items Manually — start from an empty list and add each item by hand.
See Creating a Project.
Managing items once the project is active
Once a project is active, approvers can:
- Reorder items — drag and drop to change the sequence
- Edit descriptions — update wording as requirements evolve
- Add new items or tasks — append additional entries to the list
- Remove items or tasks — delete entries that are no longer needed
- Change status — move entries through the review workflow
See Managing Approval Lists for details.
Review sequence
Items can be assigned a review sequence number, letting the approver suggest a preferred order for document submission and review. This helps applicants prioritise which items to address first.