Guides
Rules and approvals
Different documents need different review cycles. Rules set the interval, the reviewers and the approvals.
How rules match
Rules are checked in order and the first match wins. A default rule at the end catches everything else. A rule can match any of these; leave a condition empty to match anything:
- A library, such as Policies.
- A content type, such as Contract.
- A value in a metadata column, such as Category is HR or Department is Finance.
- A sensitivity label, such as Confidential.
What a rule sets
- The review interval: 30 days, 90 days, 6 months, 12 months, or a custom number of days or months.
- The default reviewer and backup reviewer.
- Approval stages: none, or 1 to 3, each with a named approver.
Approval stages
With approvals, a decision waits as awaiting approval until every stage has approved. A rejection returns the file to its reviewer with the approver's comment. Every approval and rejection is in the decision log.
An example
| Rule | Matches | Interval | Approvals |
|---|---|---|---|
| HR policies | Library Policies, Category HR | 12 months | Head of People, then Information security lead |
| Contracts | Content type Contract | 6 months | Legal |
| Confidential | Sensitivity label Confidential | 90 days | None |
| Default | Everything else | 12 months | None |