Configure document approval workflows
Set up reviewers and approvers for linked documents to establish a formal approval workflow before a document version becomes active.
Before you begin
Role required:
- sn_irm_cont_auth.system_owner
- sn_irm_cont_auth.info_system_sec_officer
- sn_irm_cont_auth.authorization_official
- sn_irm_cont_auth.info_system_sec_manager
- sn_irm_cont_auth.admin
- sn_irm_cont_auth.information_owner
- sn_irm_cont_auth.sec_control_assessor
- sn_irm_cont_auth.system_user
In general, any role with write access to the record can add, edit, or modify the docs.
Note: You can add documents only when the record is in an active state. Inactive records don't allow changes to linked documents.
About this task
When you link a document, you can establish an approval workflow to track how the document moves through review and sign-off stages. By configuring reviewers and approvers, you create a controlled process where:
- Reviewers examine the document and provide feedback
- Approvers authorize the document for publication
- All reviewers and approvers receive task notifications
Important: If you don't configure reviewers or approvers, a new document version automatically moves to Published state, without requiring review.
Procedure
-
In the authorization package or engagement, open the Documents side panel.
-
Select the menu icon next to the document you want to configure, then select Send for approval.
The Send for approval dialog opens. Note that you configure approval settings before uploading a new version, not after.
-
In the Reviewer section, select New to add reviewers.
-
Choose how to assign the reviewer:
- Role: Assign to all users who hold a specific role (for example, "Auditor")
- User: Assign to a specific individual
- Group: Assign to a group of users
- Condition: Assign based on criteria (for example, "owner matches current user")
-
Enter the reviewer name, role, or condition, then select Save.
-
Repeat to add multiple reviewers if needed.
-
-
In the Approver section, select New to add approvers using the same assignment options.
If you have multiple approvers, configure the Sequence to determine the order in which they receive approval tasks. A lower sequence number approves first.
-
Select Save to store the approval workflow configuration.
Result
Your approval workflow is now configured and active. The system records your reviewer and approver assignments, and they're notified of their roles.
When you create a new version of the document, the workflow will activate:
- You upload a new version and select Submit
- The document state changes to
Awaiting Review - Assigned reviewers receive a task to review the document
- Once all reviewers complete their review, the state changes to Awaiting Approval
- Assigned approvers receive a task to approve or reject the document
- Once all approvers approve, a Publish action becomes available
- Select Publish to make the document active. The previous version is automatically marked as
Retired
Throughout this workflow, all reviewers and approvers can track the document state and provide feedback through the Tasks list in the CAM Workspace.
Parent Topic:Document reuse across records
---
title: Configure document approval workflows
description: Set up reviewers and approvers for linked documents to establish a formal approval workflow before a document version becomes active.
locale: en-US
canonical_url: https://www.servicenow.com/docs/r/australia/governance-risk-compliance/grc-continuous-authorization-and-monitoring-workspace/t\_configure\_document\_approval\_workflow.html
release: australia
product: GRC: Continuous Authorization and Monitoring Workspace
classification: grc-continuous-authorization-and-monitoring-workspace
topic_type: task
last_updated: "2026-09-10"
reading_time_minutes: 2
keywords: [document approval, document versioning, approval workflow, authorization package, reviewer, approver]
breadcrumb: [Document reuse across records, Continuous authorization and monitoring tasks in the CAM Workspace, Use, Continuous Authorization and Monitoring, Governance, Risk, and Compliance]
---
# Configure document approval workflows
Set up reviewers and approvers for linked documents to establish a formal approval workflow before a document version becomes active.
## Before you begin
Role required:
- sn\_irm\_cont\_auth.system\_owner
- sn\_irm\_cont\_auth.info\_system\_sec\_officer
- sn\_irm\_cont\_auth.authorization\_official
- sn\_irm\_cont\_auth.info\_system\_sec\_manager
- sn\_irm\_cont\_auth.admin
- sn\_irm\_cont\_auth.information\_owner
- sn\_irm\_cont\_auth.sec\_control\_assessor
- sn\_irm\_cont\_auth.system\_user
In general, any role with write access to the record can add, edit, or modify the docs.
**Note:** You can add documents only when the record is in an active state. Inactive records don't allow changes to linked documents.
## About this task
When you link a document, you can establish an approval workflow to track how the document moves through review and sign-off stages. By configuring reviewers and approvers, you create a controlled process where:
- Reviewers examine the document and provide feedback
- Approvers authorize the document for publication
- All reviewers and approvers receive task notifications
**Important:** If you don't configure reviewers or approvers, a new document version automatically moves to Published state, without requiring review.
## Procedure
1. In the authorization package or engagement, open the **Documents** side panel.
2. Select the menu icon next to the document you want to configure, then select **Send for approval**.
The **Send for approval** dialog opens. Note that you configure approval settings before uploading a new version, not after.
3. In the **Reviewer** section, select **New** to add reviewers.
1. Choose how to assign the reviewer:
- **Role:** Assign to all users who hold a specific role \(for example, "Auditor"\)
- **User:** Assign to a specific individual
- **Group:** Assign to a group of users
- **Condition:** Assign based on criteria \(for example, "owner matches current user"\)
2. Enter the reviewer name, role, or condition, then select **Save**.
3. Repeat to add multiple reviewers if needed.
4. In the **Approver** section, select **New** to add approvers using the same assignment options.
If you have multiple approvers, configure the **Sequence** to determine the order in which they receive approval tasks. A lower sequence number approves first.
5. Select **Save** to store the approval workflow configuration.
## Result
Your approval workflow is now configured and active. The system records your reviewer and approver assignments, and they're notified of their roles.
When you create a new version of the document, the workflow will activate:
1. You upload a new version and select **Submit**
2. The document state changes to `Awaiting Review`
3. Assigned reviewers receive a task to review the document
4. Once all reviewers complete their review, the state changes to Awaiting Approval
5. Assigned approvers receive a task to approve or reject the document
6. Once all approvers approve, a **Publish** action becomes available
7. Select **Publish** to make the document active. The previous version is automatically marked as `Retired`
Throughout this workflow, all reviewers and approvers can track the document state and provide feedback through the **Tasks** list in the CAM Workspace.
**Parent Topic:**[Document reuse across records](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/governance-risk-compliance/grc-continuous-authorization-and-monitoring-workspace/c_cam_document_management_system.md)
This file has no frontmatter.