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Review self-service submissions

Check profile changes, competencies and documents people submit before they become part of their record.

If your organisation uses self-service submissions, people can submit a new competency or an official document, such as a completed certificate or a renewed passport. These do not apply straight away. They arrive in a review inbox, where you decide what happens to each one. If your organisation does not use self-service, you will not see this inbox.

Before you start​

  • You need the Manage personnel permission. See the People permissions reference.
  • Self-service submissions are an add-on, so the inbox only appears if your organisation has it turned on.

Steps​

  1. Open the People module, then Requests to review to see the review inbox.
  2. Profile changes show the current and requested value together. Choose Approve to update the profile or Reject to keep the current value. Confirm the decision when Markular asks.
  3. Select a competency or document submission to see the details and files. For a personnel document, choose the correct file type before approval; Markular then files it in the person's Documents area. If the document was requested through a journey, approval also completes that activity. The employee does not need to mark it complete separately.
  4. Choose an outcome:
    • Approve to add the competency or document to the person's record.
    • Reject to decline it, so the record stays as it was.
    • Request changes to send it back to the person to amend and resubmit.
    • Request documentation to ask the person for a supporting file, for example proof of a new qualification, before you decide.
  5. Add a note where the screen invites one, so the person understands your decision, then confirm.

What happens to the files​

  • While the request is open, the submitter can update the attachments and reviewers with the right personnel access can inspect them through the review inbox.
  • Approval creates a separate official copy on the person's record. Markular assigns responsibility for that copy to the approving reviewer, while the submitter receives read access.
  • The original request and its attachments become read-only when it is approved, rejected, or cancelled. Rejected and cancelled requests do not create an official record.
  • Retention of the request history follows your organisation's retention policy. To correct an approved record, use the normal People process or ask the person to submit a new request; do not alter the historical request.

Access to the person's record does not automatically give access to every protected document. See Manage access to a personnel document.

A submission open in the review panel, showing the submitter, the passport details and attached file, the reason field, and the Reject, Request changes, Request documentation, and Approve actions.

To understand the full lifecycle of a submission and what each state means, see How submission review works.