With Document approvals, administrators or Key Users can define whether Documents of a certain Document type must be formally reviewed before they are used in processes. Named reviewers can approve or reject Documents or revoke approvals – directly from the Document sidebar or from within a Request.

Note: In the Document type settings, this feature is still called "Approval required". When reviewing an individual Document, you set the status in the "Approval" section to "Approved", "Rejected" or "Pending approval".

What this means in practice:

Approval requirement configurable per Document type: approval, rejection (optionally with a comment) and revocation directly on the Document or in a Request.

Approval status is taken into account in Supplier Evaluations (if activated).

In practice, Documents such as certificates or evidence often have to be reviewed internally before they are considered valid in purchasing processes. Without a formal approval process, this review is not traceable and leads to queries. With Document approvals, the review status is visible and controllable directly on the Document.

Typical use cases:

For the configuration, the permission manage Document Types and access to the Documents module. Named reviewers must be set up as users in Tacto and be allowed to edit Documents.

Reviewers can process Documents in two places:

Option A – via the Document sidebar:

Option B – directly from a Request:

Note: If the Document type assigned to the Document changes, an existing approval is revoked automatically.

Documents can have the following approval statuses:

Pending approval – Document has been submitted but not yet reviewed

Approved – Document has been approved by a reviewer

Rejected – Document has been rejected with a comment

In reports, approved Documents continue to count as valid. Pending Documents (under review) do not trigger automatic renewal requests to Suppliers – rejected Documents, on the other hand, continue to be requested for renewal as usual.

Users with the permission manage Document Types configure the approval requirement and assign reviewers.

Reviewers (named users) can approve and reject Documents and revoke approvals. Reviewers also need the permission to edit Documents.

All users with Document access can see the approval status.

Suppliers do not receive any information about the internal approval status of a Document.

Q: What happens to an approval if I change the Document type of a Document?

A: The approval is revoked automatically. The Document must then be reviewed and approved again.

Q: Can several people be set as reviewers?

A: Yes, several reviewers can be assigned per Document type. Each of these people can grant or revoke approvals independently.

Q: Is it possible to grant multi-level approvals?

A: No, this is not currently planned.

Q: Do Suppliers see the approval status of their Documents?

A: No, the approval status is an internal attribute and not visible to Suppliers.

Q: Are certain user rights required for Document approval?

A: Yes: You must be set as an approver in the Document type and also be allowed to edit Documents.