At a glance
| Input | Action | Output | Limit |
|---|---|---|---|
| Draft term | Select Submit and enter a reason | Status changes to review | Draft cannot move directly to approved |
| Term in review | Select Approve and enter a reason | Approved term with approver and approval time | Creator, submitter, updater, or content editor cannot approve |
| Term in review | Select Reject and enter a reason | Term returns to draft | Rejection does not delete the term |
| Decision context | Add Communication evidence | Optional audience, channel, date, or evidence reference | Field is limited to 2,000 characters |
| Loaded term version | Submit the expected version | Conflict-safe status update | A concurrent change requires reload before another decision |
| Status transition | Write the audit version before the entity update | Versioned actor, time, status, and reason | If audit writing fails, the status does not change |
How it works
- Open Terms.
- Filter by Draft.
- Select Submit for the required term.
- Enter Reason for submission. Add Communication evidence when relevant.
- Select Confirm.
- A separate term manager filters by In Review and selects Approve or Reject.
- Record the decision reason and select Confirm. Use History to open Version History.
Example
An author creates “Risk owner” and submits it with the reason “Ready for policy review.” A separate term manager checks the definition. The reviewer records “Matches the approved policy wording” and selects Approve. The app stores a new approved version with the reviewer and time. The original author cannot approve the same term.
What this does not mean
Term approval governs glossary content. It does not approve a release. It does not execute an electronic signature. It does not certify compliance. Reject returns the term to draft. Approval does not freeze an evidence baseline. That requires a separate enterprise freeze and verification workflow.
Related questions
Next step
Submit one draft term and have a separate term manager record the decision.
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