This article explains how to view the Approval Process (the workflow used within Assure to review and authorise records) status of a record in Assure. There are three methods for accessing the approval status of any record: via the approval stage icons displayed on the module browse page, via the Cog Wheel Menu (a three dots icon, a dropdown menu that provides a list of available actions for a record) on the individual record, or from within the record itself via the Support Items section. This article is relevant to any Assure user who needs to check which Approval Stage (the current position of a record within the approval lifecycle) a record has reached.
Prerequisites
- An active Assure user account with access to at least one Module (a functional component of Assure designed to manage a specific area of health, safety, and risk processes).
- The Approval Process must be enabled at both system level and module level for approval status to be useable.
Viewing the Approval Status of a Record
The Approval Process can be optionally enabled within Assure. Once enabled, the approval status of any record is accessible in two ways.
Method 1: Approval Stage Icons on the Browse Page/List View
On the browse page of any module, each individual record displays a panel of icons. These icons represent the current Approval Stage of the record, allowing users to see the approval status at a glance without opening the record.
Method 2: Approvals Option in the Cog Wheel Menu
- Locate the desired record on the module browse page.
- Click the Cog Wheel Menu (three dots) icon on the record.
- Select Approvals from the dropdown menu.
The Approvals screen opens and displays all Approval Stages the record has progressed through.
Method 3: Approvals Option in the Record
When in the record, navigate to the Supporting Items section. Select Approvals on the list.
Changing the Status
To change the approval status of the record, navigate back to the browse page/list view (as shown in Method 1) or navigate to the bottom of the record where the Save button is found as shown below.
To note: if the record is in the submitted stage, this button will change to Approve Record and the options shown via the upward arrow will change to Reject.
Notes
Note: The Approvals option only appears in the Cog Wheel Menu (three dots) if the Approval Process has been enabled at both system level (Settings > System Settings, "Is Approval Used") and at module level (Settings > Module Setup > select the module > Approvals section, "Is Approval Used").
AI Metadata
- Product Area: Assure -- Approval Process (applicable across all modules where the Approval Process is enabled)
- User Role: All Assure users; system administrators for configuration of Approval Process settings
- Tags: Approval System, Approval Process, Approval Stage, approval status, record status, browse page, Cog Wheel Menu, module record, view approvals, approval icons, Assure approvals
- Version/Region: Assure (all versions); all regions
- Important synonyms: Approval System = Approval Process = approval workflow; Cog Wheel Menu = menu cog = cogwheel menu; Approval Stage = approval status = approval lifecycle stage; Browse Page = module list view = record list
- Suggested embedding keywords: how to view approval status, check approval stage of a record, approval icons on browse page, cog menu approvals option, Assure approval system, view record approval history, approval stages record has been through, where to find approval status in Assure
- Relevant modules and cross-module implications: The Approval Process is applicable across all Assure modules where it has been enabled (for example, Incident Record, Risk Assessment, Audit, Equipment Register). The approval status icons and the Cog Wheel Menu Approvals option function consistently across these modules. There are no unique cross-module workflow differences for this feature; however, whether the Approval Process is active depends on per-module configuration settings managed in Module Setup.