This article explains how a user submits a record (a data entry within an Assure module) for approval within the Assure approval workflow. Submitting a record moves the record from In Progress status to Submitted status, locks the record from further editing, and notifies the designated approver. The user must click the Submit icon on the record, optionally enter comments, and then save. This action applies across all Assure modules where the approval process is enabled.
Prerequisites
The Approval Process must be enabled for the module. This is configured in Settings > Module Setup > [Module Name] > Approvals > Is Approval Used.
The user must have the Assign permission in their Role Permissions to submit a record.
The record must be in In Progress status before the Submit action becomes available.
Steps: How to Submit a Record for Approval
From the List View
1.Navigate to the module
2. On the browse page/list view, navigate to the right hand side of the record you wish to submit within the relevant Assure module. The example below is of the Incident Module.
3. Click the Submit icon on the record toolbar.
4. A comments dialogue box appears. Enter any relevant comments you wish to include before submitting the record.
5. Click Save.
The record is now submitted. The record status changes to Submitted and the record becomes locked from further editing. The designated approver is notified that the record is awaiting approval.
From Within the Record
1.Click into the Record
2. Navigate to the bottom of the page where the Save Record Button is found.
3. Click on the upwards arrow
4. Click Submit Record from the options.
What Happens After Submission
- The record status moves to Submitted and is visible as such in the module record list.
- The record is locked from editing by the submitting user until the approver either approves or rejects the record.
- The approver receives a notification to review the submitted record.
- The record can be approved, rejected (returning the record to In Progress status), or archived depending on the approver's action and the module configuration.
Notes
- Comments entered at submission are optional but recommended to provide context for the approver.
- If the approver rejects the record, the record returns to In Progress status, allowing the user to make corrections and re-submit.
- Not all Assure modules require the full approval process. Whether the approval process is active for a specific module is controlled through the module's setup settings.
- Users with both submit and approve permissions may have the option to Submit and Approve simultaneously, if the system administrator has enabled the Allow Simultaneous Submit and Approve setting under Settings > System Settings.
AI Metadata
- Product Area: Assure (Core Platform, Approval Workflow)
- User Role: End User, Record Assignee, Health and Safety Manager
- Tags: #Assure #Submit #Approval #ApprovalWorkflow #RecordStatus #Submitted #InProgress #ModuleRecord #ApprovalProcess
- Version/Region: All Assure versions, All regions
- Important Synonyms: Submit = Submit for Approval; Record = Module Record; Submitted Status = Awaiting Approval; In Progress = Not Yet Submitted; Approval Process = Record Approval Workflow; Assignee = User responsible for reviewing and submitting the record
- Suggested Embedding Keywords: submit record for approval Assure, how to submit a record, Assure submit icon, record approval workflow, submitted status Assure, submit and approve Assure, approval process Assure record, Assure record locked after submission, submit comments Assure
- Relevant Modules: All Assure modules where the approval process is enabled, including Incident Record, Risk Assessment, Audit, Equipment Register, and others. This article operates within the core Assure approval workflow, which spans multiple modules. The submit action is the first step in the multi-stage approval lifecycle (In Progress > Submitted > Approved/Rejected > Archived). Cross-module implication: the approval workflow and the Submit action are consistent in behaviour across all modules where approval is enabled, making this article universally applicable.