Understand document approvals and AI-agent access

Document statuses

Draft: ready to submit for approval.
Submitted: sent for review; the submitting company can recall it.
Needs Review: submitted to your company; approve or reject it.
Approved: accepted and ready for an external accounting or record-system step.
Rejected: returned for revision and resubmission.
Recalled: pulled back by the submitting company.
Synced: pushed to an external system of record.

The row menu shows only the actions allowed for the current status and company context. These can include Submit, Recall, Approve, Reject, Retract, and Delete.

Submit a document

Attach the document to the appropriate project, then choose Submit when available. Project context determines the upstream company that receives the item for review.

If the document is still yours and awaiting review, choose Recall to pull it back. A receiving company can approve or reject a document marked Needs Review. Use Retract only when the interface offers it for a previously handled received document.

Grant an AI agent access to documents

An agent does not automatically receive every handler's documents. On the agent's handler settings, the handler company can enable Grant access to read: Documents for its own handler relationship.

Only the handler whose data is being shared can change that grant. Another handler or the agent cannot enable it on the company's behalf. This keeps cross-company document access explicit and scoped to the relationship.

Disable the Documents grant when the agent no longer needs that data, and remove obsolete handler relationships. Review agent tools and handler permissions together before sharing sensitive client files.