Records Approvals
Every record that goes through release leaves a trail, and Records Approvals is where that trail is kept. It is the approval history for the QMS Records module: a read-only list of the records that have been reviewed and signed off, showing who requested each release, who reviewed it, who approved it, and on what date.
Entries cannot be created here manually. This is by design, because an approval is not something a user writes; it is captured by the system once a genuine review and signature have taken place. That separation is what allows the history to serve as reliable evidence when an auditor needs to confirm who approved a given record and when. In this sense, the page provides the documented proof that a quality system is expected to produce on demand.
Records Approvals is located under Administration in the left navigation rather than alongside Categories and Records. It is not part of everyday filing. It is the oversight view for the module, and each entry links back to the record it documents.
The Approvals List
The page opens as the QMS Records Approvals view, filtered to active entries, with the row count shown at the bottom.
Each row represents a single release, and the columns show its current state at a glance.
Title — the title of the release.
Review Status — the stage of the review: Review Pending, Reviewed, or Not Applicable.
Approval Status — the stage of the approval, such as Approval Pending or Approved.
Review Required — Yes or No, indicating whether a review was needed.
QMS Record — a link to the underlying record, for example REC-00012, connecting the history to the record itself.
Is Active — whether the entry is active.
Requested By and Requested On — the person who initiated the release, and the date it was requested.
These columns also make an important point clear: a review is not required on every record. Where Review Required is No, the Review Status shows Not Applicable, and the record still reaches Approved through approval alone.
Approval is therefore the step that always applies, while review applies only when a record calls for it.
Opening An Entry
Selecting a row opens the full approval, identified by its own reference such as APPROVAL-2026-12-06-1000. The detail is arranged in two halves that correspond to the two stages of a release.
On the left, Review Details contains the Review Status, Reviewed By, Reviewed On, and Review Comments, recording the review stage. On the right, Approval Details contains the Approval Status, Approved By, Approved On, and Approval Comments, recording the approval stage.
Alongside these are the release's own fields, including Requested By, Requested On, and Details. Most of these fields are locked, which is appropriate for an audit history: the entry reflects what occurred and remains as it was, rather than being edited afterward.
Taken together, the two halves answer the questions central to an audit: whether a review was required, who performed it, who authorised the record, and when each step took place.
