Approve referenced review components

When a review moves to a state of Resolving, after saving the review, the Approver can also choose to approve components referenced by the topics in review.

Tips and tricks:

  • Components that are already approved or signed can be approved again with a new date.

  • You can identify an approved component by the green check (if no signature is required) or the green signature icon (if a signature is required).
  • If the LockForApprove feature is turned on, the components will have a green system lock after you approve them.
    • An administrator can control if a system lock is placed on the component after a user approves it. By default, this optional feature is set to false, and a lock is not placed on a component after approval. For more information, Admins can read Control if a lock is set after approval.
  • If a component cannot be approved, it's reported as an error in the approval notification.

Requirements for approving referenced components:

  • If you are assigned as the Approver for a review, you can see that review on the Reviews Management tab now even if you are not an Administrator.
  • If you are assigned as the Approver for a review but you are not an Administrator, the review Coordinator, or an active Reviewer:
    • You have read only access in the review editor.
    • You have read only access to review details.

  • Only the user assigned to the Approver role can complete the fields on the Select Referenced Components screen that comes after the Review Approval screen.

    • If you are the review coordinator but not the Approver, you won't see the Review Approval screen or the Select Referenced Components screen that comes after it.
    • If you are the Approver but not the review coordinator, when the review is ready to be approved, you will receive a notification.

      The notification includes the following information:

      • You have been selected to approve components for the review {Review Name}. Select the components below and approve them in Inspire.
      • {ComponentName1} ...
      • The review name is a hyperlink. When you click it, the review is opened for you.
      • The Component Name is a Go to link. When you click it, the Components browser is opened and the component is selected.

  • Non-admins Approvers must have the can_approve module permission

  • Non-admins Approvers must have permissions to update the component

  • Components cannot have a lock (Approval locks are acceptable)

  • Components cannot have a State of Invalid

  • Components must contain valid XML

  • Components must not contain comments or track changes

  • If the eSignature feature is turned on, you must complete a few extra steps.

To approve referenced review components:

  1. On the Select Referenced Components screen, do one of the following:

    1. To quickly approve all review and referenced components without seeing the list:

      i. In Select referenced components select All referenced components.

      ii. Click Approve.

    2. To see all references contained in the review topics and choose specific ones to approve:

      i. Select Show referenced components.

  2. On the refreshed Select referenced components screen, select any of the following:

    If you select Cancel on this screen, you are returned to the first Select Referenced Components screen in step 1.

    • All referenced components

    • Referenced components except xref/conref

    • Referenced components except xref/conref/images (You'll only be able to select topic references if you use this option.)

  3. By default, you see references in a hierarchical view. If you want to work in this view, do any of the following:

    • To select a component in the list, select its checkbox.

    • To choose all components at once, select the checkbox in the column heading.

    • To help you find a reference, use the expand and collapse buttons.

      • To expand all parent topics, click expand all.

      • To collapse all parent topics, click collapse all.

      • To expand one parent topic, click expand one.

      • To collapse one parent topic, click collapse one.

  4. If you want to work with references in a list instead of a hierarchy, select List View, and then do any of the following:

    1. To select a component in the list, select its checkbox.
    2. To choose all components at once, select the checkbox in the column heading.
  5. Click Approve.
    • If signatures aren't required:
      • The review closes.
      • Components that meet the requirements are approved.
        • Approved components may be locked with a green system lock.
      • Components that cannot be approved are reported as errors in the approval notification.
      • The review is marked as Completed.
    • If approvals do require a signature, when you click Save:
      1. On the Electronic Signature screen, enter your account name and click Submit.

        If you select Cancel, Inspire marks the review as Completed. You don't have another chance to come back and complete approving components or attaching a signature.

      2. On the login screen, click Login.

      3. After successful authentication, the review closes and is marked as Completed.
    Results:
    • Components that meet the requirements are approved.
      • Approved components may be locked with a green system lock.
    • Components that cannot be approved are reported as errors in the approval notification.