Make the difference between a draft, a reviewed record and released information clear. Keep the decision context with the project record.
Collect the source documents, site evidence and relevant responses before sending a record for review. Check project references, dates, quantities and the reporting period. Draft material can inform the team without becoming the approved account of the project. AI-generated text also remains a draft until a responsible person checks its sources and conclusions.
Confirm who is entitled to review or approve the record for the project. Published plans distinguish the core review-and-release workflow from additional approval capabilities. Team lists two-step approvals and Portfolio lists multi-stage approval workflows; confirm configuration and responsibilities during onboarding rather than assuming a plan name defines your governance process.
Share the reviewed information through the release workflow and preserve the decision context. Client views follow record publication and permissions. A later comment, document revision or updated task can require a new review; the team should be able to explain which version was released and the evidence available at that time.
Software can organise information and record a review decision. It does not confer the authority to certify work, issue a contractual notice, approve payment or decide a safety matter. Agree those responsibilities with the qualified people on the project and keep the relevant source records with their decision.
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