Approvals How work is reviewed inside the organisation and outside it, including review rounds and time-limited external links.

Content, blueprints and assets all move through the same approval flow. It is one mechanism, which is why review behaves the same wherever you meet it.

What Is Recorded

Every reviewable item carries:

• Approval status - where it stands
• Reviewer - who is looking at it
• Approval round - which pass this is
• Approved by and approved at - who signed it off, and when

Rounds Matter

The round number is the part worth understanding. A second pass of changes is recorded as round two, not as an edit to the same review.

That makes a real pattern visible: work reaching round three or four consistently is not a quality problem with the person producing it, it is usually a briefing problem upstream. Without rounds, that shows up as vague frustration instead of a number.

External Reviewers

Work can be sent to someone outside the organisation - a client, an agency, a partner - through a link with an expiry.

The item records the external reviewer's email, the token and its expiry. They review through the link without an account, without access to anything else, and the link stops working after the expiry.

This is what makes client sign-off part of the record rather than an email someone has to find later.

Running Review Well

Name one reviewer. Two named reviewers means each assumes the other is looking.

Set expectations on timing. Approvals are where content silently stalls — not because people refuse, but because nothing tells them it is waiting.

Give feedback in one pass. Feedback arriving in three messages produces three rounds and reads, to the person doing the work, as changing your mind.

Approve explicitly. Silence is not approval, and later it is not evidence of anything.

Where It Stalls

When something has not moved, the usual causes in order:

1. No reviewer assigned. It is waiting for nobody.
2. The reviewer does not know. Check notification routing - see Notifications in the Settings section.
3. An expired external link. The reviewer opened it too late and did not say.
4. Feedback given verbally and never recorded, so the item still reads as pending.

Common Questions

Can several people approve? One reviewer at a time is recorded. Sequential reviews are separate rounds.

Can an external reviewer see anything else? No. The link resolves to the single item.

What if the link expires? Issue a new one. Expiry is the point — an indefinite link is an open door.

Does approval lock the item? It records the state. Later edits are a new round, which is the honest treatment.