How submission review works
When people submit a competency or a document about themselves, it does not become official the moment they send it. Each submission travels through a short, deliberate lifecycle first, so that self-entered data is checked before it lands on the record. If your organisation uses self-service submissions, this is the review side of that flow. The submitting side lives in the person's own workspace. Self-service is an add-on, so not every organisation has it.
Why a review step exists
Two reasons. First, it is a gate: a competency or document a person submits only becomes part of the official record once someone with the right permission has looked at it. Second, it is an audit trail: every submission keeps a record of what was proposed, who reviewed it, and how it was resolved, so you can always see how the current record came to be.
The lifecycle
A submission moves through a small number of states.
Submitted
The person submits a new competency or an official document from their workspace, for example a completed certificate or a renewed passport. The submission is now waiting, and nothing has been added to their record yet.
Waiting for review
The submission sits in the review inbox until a reviewer picks it up. Nothing about the person's record changes while it waits. This is the queue that the Review self-service submissions how-to walks through.
Resolved
A reviewer chooses one of four outcomes, and the submission is closed.
- Approved. The competency or document is added to the person's record. This is the only outcome that changes the record.
- Rejected. The change is declined and the record stays exactly as it was. Use this when the proposed value is wrong or should not be made.
- Changes requested. The submission goes back to the person to amend and resubmit. Nothing changes on the record yet; the person adjusts what they submitted and sends it in again for another review.
- Documentation requested. The reviewer asks the person for a supporting file, for example proof of a new qualification, before making a decision. The submission stays open until the documentation arrives, then it can be approved or rejected.
How to read the outcomes
Only approve changes the official record. Reject ends the submission with no change. Request changes and request documentation both pause the submission and hand it back to the person, the first for a better value, the second for supporting evidence. Because every step is recorded, you can look back later and see not just what a person holds, but how and when it was added.