Documents
Documents are the files that applicants upload against approval list items for the approver to review. ApprovIQ handles document storage, format conversion, AI analysis, and version tracking.
Supported File Formats
ApprovIQ accepts a wide range of file formats:
| Category | Formats |
|---|---|
| Word | .docx, .doc |
| Excel | .xlsx, .xls |
| PowerPoint | .pptx, .ppt |
| Images | .jpg, .jpeg, .png, .gif |
| Text | .txt, .csv |
Automatic PDF Conversion
When a non-PDF file is uploaded, ApprovIQ automatically converts it to PDF. This ensures:
- Consistent viewing — all documents can be viewed in the built-in PDF viewer
- AI compatibility — document checks analyse the PDF version
- Professional output — stamped documents are always PDFs
The original file is preserved alongside the converted PDF version. See Document Conversion for technical details.
Document Lifecycle
Each document has a status that tracks where it is in the review and approval process:
- Accepted — the document has been uploaded and is ready for review
- Marked Up — the approver has saved markups (annotations) on the document, creating a new version and moving the approval item to Request for Info
- Stamped — the approver has applied their professional stamp to the document, certifying it as approved
- Superseded — a newer version has replaced this document (via markup, replacement upload, or stamping)
- Revoked — a previously stamped document has had its approval revoked, with a REVOKED watermark applied
Each operation creates a new document record — the previous version is preserved as Superseded (or soft-deleted on revoke) to maintain a complete audit trail.
Document Viewer
ApprovIQ includes a built-in PDF viewer that allows all project members to:
- View documents without downloading
- Navigate through multi-page documents
- Zoom in on details
Version History
When an applicant uploads a new document to an item that already has a submission, the previous document is preserved in the version history. This creates a complete record of all submissions and revisions.
AI Analysis
When an approval list item has document checks configured, uploaded documents are automatically analysed by AI. The analysis:
- Runs in the background after upload
- Reviews the document against each check's criteria
- Can search professional registers for verification
- Produces results visible to the approver (pass, fail, warning, or unclear)
Storage
Documents are securely stored in cloud storage:
- Each project has its own storage folder
- Files are organised by project for easy management
- All transfers use encrypted connections
- Access is controlled by project membership — only authorised users can view or download documents