BrandKwikID Documentation
Kwik Vault (DMS)

Approvals

Review and approve or reject pending document versions by department

Approvals

The Approvals module lets department Approvers review pending document versions and approve or reject them before they become the Current Version in search results.

Overview

When API ingest approval is enabled in Configuration, documents pushed via integrator APIs (VKYC, Document Service) and manual uploads start in pending state. Approvers see only documents in their authorized Department.

Key Features

  • Department-scoped queue: Retail approvers cannot act on corporate banking documents.
  • Version-aware decisions: Each pending row shows Business Key, category, version number, and file name.
  • Approve or reject: One-click actions with immediate state transition.
  • Sidebar badge: Pending count indicator on the Approvals nav item.
  • Current version protection: Rejected versions leave the last approved version authoritative.

Implementation

Step 1: Open the approval queue

  1. Open Approvals from the sidebar.
  2. Review the list of pending document versions for your department.
  3. Sort by Business key, category, version, or file name.

Step 2: Approve a document

  1. Verify metadata and file name match expectations.
  2. Click Approve to transition the version to approved.
  3. The version becomes the Current Version if it is the latest approved revision.

Step 3: Reject a document

  1. Click Reject if the document fails validation or policy checks.
  2. The version moves to rejected state.
  3. The prior approved version remains the Current Version.

Approval State Machine

StateMeaning
pendingAwaiting approver action; not visible in production search
approvedAuthorized for search and download
rejectedFailed review; prior approved version remains current

Re-ingest with the same Business Key always creates a new version starting in pending, even when prior versions were approved.

Benefits

  • Human sign-off: Amendments receive review before replacing production records.
  • Org-structure alignment: Approval authority follows department boundaries.
  • Auditability: Every approve and reject action is logged in Audit.

Next Steps

Ask

Natural-language search over authorized documents with pluggable AI providers

Audit

Activity monitoring, filtering, and CSV export for compliance and examinations

On this page

ApprovalsOverviewKey FeaturesImplementationStep 1: Open the approval queueStep 2: Approve a documentStep 3: Reject a documentApproval State MachineBenefitsNext Steps