Approvals

Some actions pause for human sign-off before they run. Settings > Approvals is where those requests collect, and where reviewers approve or reject them.

Prerequisites

You do not fill out approval requests by hand; they are raised for you when you take an action that needs sign-off. To vote on a request you need the role it asks for, which is Knowledge Manager for a glossary term proposal and Admin for the two promotions. Because roles are cumulative, a role above the one a request asks for can also vote on it: an Admin can resolve a Knowledge Manager request.

What raises a request

Three actions file an approval request rather than applying immediately:

• Proposing a glossary term: An Analyst adds or edits a workspace term, which is written only once approved, see Adding concepts

• Promoting a glossary concept: A workspace concept becoming the organization-wide definition, see Overrides

• Promoting a knowledge item: A workspace knowledge item becoming organization-wide, see Knowledge

The two promotions widen something from one workspace to the whole organization, and an Admin resolves them: shared vocabulary and shared context affect every workspace, so they get reviewed before they take effect. A term proposal is the other way round, an Analyst contributing into a single workspace, and a Knowledge Manager resolves it.

What a request contains

Every request carries enough context to decide without leaving the page:

• Title and description: What is being asked for, in plain language

• Action: The specific operation that will run if approved, and its parameters

• Reason: Why approval was required, the condition that triggered it

• Requester: The person or agent that raised it, and when

• Workspace: The scope it applies to, when it is workspace-specific

Reviewing

1. Open Settings > Approvals for the pending list.

2. Open a request to see its full detail, including the exact action and parameters.

3. Approve or Reject. Each reviewer votes once, a vote cannot be cast twice by the same person.

A request needs a minimum number of approvals before it proceeds. That minimum is set per request and defaults to one, so most requests move as soon as a single reviewer approves.

Note

You cannot vote on a request you raised yourself. Adverity Atlas refuses with “Cannot vote on your own approval request”, so a proposal always passes through someone else.

A vote is also refused once a request is no longer open. If the request has already been decided or withdrawn, Adverity Atlas says so and names its status. If its deadline has passed, it says “This request has expired.” Nothing changes in either case.

When the deciding vote lands, the action runs inside the same transaction as the vote. If it fails, the vote is rolled back and the request stays Pending, so a request can never end up approved without its action having taken effect.

Tip

When your tenant has connected the Slack app (see Settings), new approval requests also arrive as a Slack direct message with the request’s details and when it expires.

Statuses

Status	Meaning
Pending	Waiting for votes. Still actionable.
Approved	Reached the required number of approvals. The action runs.
Rejected	Turned down. The action does not run.
Expired	Passed its deadline without enough votes. The action does not run.
Cancelled	Withdrawn before resolution, usually because the requester or the system no longer needs it.

Note

Every request has an expiry, 48 hours by default. If nobody votes before it, the request expires and the action is abandoned rather than proceeding unreviewed. Nothing runs on a timeout.

Audit trail

Votes are recorded permanently, including who cast them. Removing a user later does not erase their vote, the record remains and shows a deleted user, so historical decisions stay attributable.

Permissions

Action	Required role
Raise a request, or withdraw one you raised	Analyst
See pending requests	Knowledge Manager
Approve or reject	Knowledge Manager, or the role the request asks for

A request carries its own required approver role. Glossary term proposals ask for Knowledge Manager; the promotions ask for Admin, which is also the default for anything that does not name one.

What’s next?

• Members and roles, who holds the roles that can vote

• Audit logs, the full record of decisions and what followed

• Overrides, where a glossary promotion request comes from

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