When the file review of an approval is first opened its right menu might be closed.

Click on the information button to the right to expand this menu.

This is what the right menu in the file review of an approval can look like for projects that enabled shared revisions after 2 October 2025:

This article contains information about the following topics:

Projects where shared revisions were enabled before 2 October 2025 will see the legacy file review page instead.

The approval number, a dash and the revision name of the revision that is currently being reviewed.

Members an only view the file review in the following situations:

In this situation a message that says that this document is read-only in this step view is displayed.

It is only possible to view markups that have been made by members from reviewer or publisher teams at this point.

Here members that are part of reviewer teams that have yet to submit their validation indication see which team files are currently being reviewed on behalf of.

If no member of the reviewer team has submitted a validation indication on behalf of the reviewer team yet an approve or reject button can be seen below the name of the team.

Approve

Click on approve to indicate that this file should be approved on behalf of the reviewer team.

Reject

Click on reject to indicate that this file should be rejected on behalf of the reviewer team.

Validation indication

If a member of the reviewer team has indicated for this file to be approved or rejected all members of the team will see their indication in the box above the validation options:

Before the indication has been submitted a member of the reviewer team may indicate differently at which point the indication will change.

It is not a problem to leave here and come back the next day.

During review a validation indication is likely to change multiple times before the team has come to a final decision and submits the indication.

Submitting the validation indication for a review step

Submitting a validation indication in a review step informs members of the final approval team about what the reviewer team is indicating about this document.

Click on submit to submit the validation indication on behalf of the reviewer team.

After submitting the validation indication it is no longer possible to change the submitted validation for this approval request step.

Should the team change their mind the revision can be discarded for the approval request and a new approval request can be created.

Submitting the validation indication for the final approval

Submitting a validation indication in the final approval decides the final outcome of whether this document will be reviewed as published or rejected.

In the step overview the history of the validation submissions for members in each of the reviewer teams in each of the steps is displayed.

This is what the step overview can look like for a step where three reviewer teams are to submit a review.

For teams that have not submitted a validation indication yet it says in review.

For teams that have submitted a validation inidcation it shows which member submitted the validation indication on behalf of their reviewer team and when they did so.

In the markups tab an overview of the markups that have been submitted by each of the teams is displayed.

This is what the markups tab in a file review of an approval request can look like:

Members that are part of reviewer teams that have not yet submitted their validation indication can make markups with the annotation tools in the document viewer.

When there are no more submissions left to do on behalf of teams for a member in a step the file review becomes read only.

At this point it will no longer be possible to add add markups or edits.

At this point it is still possible to view existing markups that members from the different teams have made.

View annotations

Markups filter

Show all

Toggle show all to show the markups on the document from all steps in the approval request.

Show only active step

Toggle show only active step to show the markups from the step that the approval is at right now.

Step history

In the step history a markup card is shown per markup that has been saved.

Title

The title of the markup has the team on behalf of which the member that submitted this markup submitted the markup.

Screenshot

A screenshot of the first page where the markup was made.

Delete

Towards the top right of the screenshot there is a trashcan icon with which the markup can be deleted as long as the approval indication is not submitted yet.

Play

Click on play to show the markup on the document.

Stop

Click on stop to stop showing the markup no the document

Icons

The amount of pages as well as the amount of annotations on those pages is shown in numbers.

Markup comment

The comment of the markup automatcially counts up the amount of markups that are created by default and can be changed before saving a markup..

Created by

The username of the member that created this markup on behalf of the reviewer team and the date they created it.