Understanding Approval Stages

Draft: work in progress, not yet shared

A document in Draft is still being prepared and has not been sent to anyone for comment. It should not be treated as final under any circumstances.

Ready for Review: complete enough to be seen

This stage signals that a document is finished enough for a first look, even if it is not perfect. It tells reviewers the author believes it is worth their time.

Under Review: feedback is being gathered

The document is actively with one or more reviewers. Nothing should change hands again until this stage is complete, to avoid crossed wires about which version is being commented on.

Changes Requested: specific action is needed

This stage means reviewers have identified changes that must be made before the document can move forward. It should always be accompanied by clear feedback, not just a rejected status.

Revised: changes have been made

The author has addressed the requested changes and produced an updated version. This stage signals that the document is ready to go back to reviewers, not that it has been approved.

Awaiting Approval: a final decision is pending

The content is considered finished and the only remaining step is a formal decision from whoever has authority to approve it.

Approved and Archived: closed and kept for reference

Approved marks the formal sign-off. Archiving afterwards keeps the record for history without it cluttering your list of documents still in progress.

In summary

A clear review process becomes easier to sustain once there is a structure around it: defined approval stages, organised reviewer feedback, tracked versions and useful revision notes. ApproveTrail organises that information; the review and approval decisions themselves always remain with you and your reviewers.

This article is general information about document-review practice. It is not legal advice and does not constitute document or signature certification.