Review and release process

The review and release process is identical for both templates and documents. Throughout this section, the steps are described generically — wherever you see references to components, the workflow sidebar, or comments, the same functionality applies regardless of whether you are working on a template or a document.

Review

After finalizing the draft and closing all tasks, you can send individual components or multiple components to the review workflow. IAP allows you to send standalone components for review independently, enabling reviewers to focus on specific parts while you continue working on other components.

Roles in the review process

Each template or document has two key roles that can be assigned to team members:

Role Permissions
Author Can edit content in the editor when the status is Draft. The creating user is automatically added as an Author. Multiple Authors can be assigned to collaborate.
Reviewer Can view content in review mode and add comments. Cannot modify content directly. Multiple Reviewers can be assigned to provide diverse feedback.

Assign members before sending for review

Before submitting components for review, ensure the right team members are assigned with the appropriate roles:

  1. Open the detail page (click the template or document in the list).
  2. Click the avatar group in the header area to open the Update members dialog.
  3. In the Select member search field, type the name or email of the person you want to add.
  4. Select the person from the search results — they are added to the member list.
  5. Use the role dropdown next to their name to assign them as Author or Reviewer.
  6. To remove a member, click the × button next to their row.
  7. Click Save to apply changes, or Cancel to discard.

Send components for review

Component-level review allows you to send individual components for review while continuing to work on other parts. Each component has its own status and can be managed independently.

This is useful when: - Some sections are ready for review while others are still being drafted - You want iterative feedback on specific sections without blocking work on the rest

Option A — Send a single component via the status badge
  1. Open the editor (status must be Draft).
  2. In the main content area, locate the component you want to send for review. Each component block is labeled COMPONENT at the top, with a version/status badge in the top-right corner (e.g., V1 Draft ∨).
  3. Click the dropdown arrow (∨) on the status badge of the component.
  4. Select the option to transition the component to In review.
  5. The badge updates to show In review (highlighted in blue). The component content becomes read-only, while other components that remain in Draft are still editable.
Option B — Send multiple components via the Workflow sidebar
  1. Open the editor.
  2. Click the WORKFLOW tab in the right sidebar. The Workflow panel displays:
Element Description
Status The overall status with a dropdown (e.g., Draft ∨)
Components progress A progress bar showing the percentage of released components (e.g., 0% Released)
To Do section Lists components grouped by their current status (e.g., Draft Components (6))
  1. Expand the Draft Components group to see all components currently in Draft status, each with a checkbox.
  2. Select the components you want to send for review:
  3. Check individual components by clicking their checkboxes
  4. Click Select all to check all Draft components at once
  5. Click Clear all to uncheck all
  6. Click the Move to In review button at the bottom of the list.
  7. All selected components transition to In review status and move from the To Do section to the corresponding In review group in the Workflow panel.

Supporting tools for the review process

The review process is supported by two collaboration tools that enable structured communication between authors and reviewers:

Tool Purpose When to use
Comments Provide feedback, ask questions, suggest changes, and discuss content directly alongside the relevant text. During review — for feedback, questions, and discussions on specific content.
Tasks Create actionable items with titles, descriptions, assignees, due dates, and status tracking. Tasks help coordinate work that needs to be done. Unfinished tasks trigger a warning when moving components to the next workflow stage. Before, during, or after review — for tracking outstanding work items, assigning responsibilities, and managing deadlines.

Note: Tasks have a direct impact on the workflow. If you attempt to move a component to a new status (e.g., from Draft to In review) while unfinished tasks exist, an ⚠ Unfinished tasks warning dialog appears:

"You have X unfinished task(s). Are you sure you want to move to 'In review'? Moving to 'In review' will prevent them from being completed."

You are given three options:

Option Description
Cancel Return to the editor without changing the component status.
Move to In review Proceed with the status change despite the unfinished tasks. The tasks will remain incomplete.
Check tasks Navigate to the tasks panel to review and complete the outstanding tasks before proceeding.

Comments do not block the workflow — they can remain unresolved when moving components between statuses.

Release

To release, first ensure all comments are resolved, then move all components to Released status using the same workflow approach you used to send them for review.

Release components

  1. Open the WORKFLOW tab in the right sidebar.
  2. Under In review Components, select the components you want to release:
  3. Check individual components by clicking their checkboxes, or
  4. Click Select all to release all components at once
  5. Click Release.
  6. All selected components transition to Released status and move to the Completed section under Released Components.

Release the template or document

Once all components reach Released status, the progress bar shows 100% Released and a confirmation message appears:

✅ All components are released, you may now release.

To release:

  1. In the WORKFLOW tab, click the status dropdown (showing Draft ∨) at the top.
  2. A Release dialog appears with:
  3. Release note (optional) — A text field where you can describe the release (e.g., changes made, version details).
  4. Click Release to finalize, or Cancel to return.

If the workflow is incomplete

If you attempt to release while some components are still in Draft or In review, an ⚠ Incomplete workflow warning dialog appears:

"X components not released. You may track and complete the workflow through the workflow sidebar."

Click Cancel to close the dialog, then use the To Do section in the Workflow tab to identify and complete any remaining components before releasing.

Create a new version

After a release, you can create a new version to make further changes:

  1. Open the WORKFLOW tab in the right sidebar.
  2. In the Completed section under Released Components, click the Create new version button.
  3. A new draft version is created, and all components return to Draft status, ready for editing.