Submitting Documents

This guide covers the document submission process for applicants and collaborators.

Uploading a Document

You can upload files in any of these formats:

Non-PDF files are automatically converted to PDF for viewing and review.

Status changes — the item moves to In Review status
AI checks run — if the item has document checks configured, they analyse the document automatically
Approver notified — the approver receives an email notification about the new submission
Document appears — the uploaded file is visible to all project members

When the approver marks an item as Request for Info, it means they need additional information or a revised document:

Check the comments on the item — the approver should have explained what's needed
Prepare the revised document
Upload the new version to the same item
The item status returns to In Review

The previous version is preserved in the document history, so nothing is lost.

Your project view shows the status of every item at a glance:

Status	What It Means	Your Action
Not Submitted	No document uploaded yet	Upload the required document
In Review	Document submitted, awaiting review	Wait for the approver's decision
Satisfied	Approved	No action needed
Request for Info	Changes needed	Read comments, upload revised document
Not Applicable	Item doesn't apply	No action needed

Read item descriptions carefully — understand exactly what's needed before uploading
Check for reference documents — the approver may have attached example documents to help you
Use comments to ask questions — if a requirement is unclear, ask before uploading
Upload the right format — while ApprovIQ accepts many formats, PDF is preferred as it avoids any conversion artifacts
Name files descriptively — clear filenames help the approver quickly identify what you have submitted