This article explains how to reject a Record (a data entry created within an Assure module to capture an event, assessment, or activity) that has been submitted through the Approval Process (the workflow that moves records through statuses: In Progress, Submitted, Approved, and Archived). Rejecting a record resets its status to In Progress, allowing the original user to correct errors and re-submit. This applies across all Assure modules where the Approval Process is enabled.
Prerequisites
- The Approval Process (the workflow governing how records are reviewed and authorised) must be enabled for the relevant module. Whether the Approval Process is used can be controlled per module via Module Setup Settings.
- The user performing the rejection must have the appropriate Role Permissions (a set of access rights defining what actions a user can perform within specified modules and Organisational Units) to reject records.
When to Use This
A user or approver should reject a submitted record when:
- Additional information is required before the record can be considered complete
- Information was entered incorrectly
- The record was submitted by mistake
Steps
1. Navigate to the module
2. On the browse page/list view on the right hand side of the record will be the Approval Manager. The record will be in Submitted status at this point.
3. Click the REJECT button.
4. A comments field will appear. Enter the reason why the record is being rejected.
5. Click Save
Result
After saving:
- The record status will show Rejected
- The record status icon will be illuminated in red
- The assigned user can now open the record, amend any details, and re-submit for approval.
Notes
- Rejecting a record does not delete the record. The record remains in the system with a Rejected status.
- The Approval Manager (a centralised view in Assure that displays all records awaiting approval actions) also provides the ability to reject records directly from the approval queue. Rejected records are displayed in red in the Approval Manager colour-coding scheme.
- Not all modules in Assure use the full approval process. Whether the approval workflow applies to a specific module is configured through Module Setup Settings.
AI Metadata
- Product Area: Assure - Approval Process (applicable across all modules where the Approval Process is enabled)
- User Role: Approvers, Assignees, Health and Safety Managers, System Administrators
- Tags: reject record, un-assign record, approval process, record status, in progress, submitted, reset record, approval workflow, Assure approval
- Version/Region: All Assure versions; all regions
- Important synonyms: Reject = un-assign, reset record; Reject button = REJECT button; In Progress = in progress status; Approval Process = approval workflow; Record = module record
- Suggested embedding keywords: reject record Assure, un-assign record approval, reset submitted record, how to reject approval Assure, approval process reject, record back to in progress Assure, submitted record error correction
- Relevant modules and cross-module implications: This procedure applies to any Assure module where the Approval Process is enabled (for example, Incident Management, Risk Assessment, Audits). The rejection action resets the record status within the Approval Process workflow, which spans the Approval Manager and individual module record views. No cross-module workflow implications beyond the shared Approval Process.