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Version: Current

FAQ: How can I change the approver for a document?

If an approval step is assigned to the wrong person, or the assigned person is unavailable, users with the correct permissions can change the approver for a pending approval step.

Who Can Change Approvers?

  • Administrators: Users with administrator-level permissions (specifically {Module}:{Submodule}#CHANGE_APPROVER) can typically change the approver for any pending step on a document.
  • Assigned Approvers (Sometimes): Depending on configuration, the currently assigned approver might be able to reassign their own pending step to someone else without special admin permissions.

How to Change:

  1. Open Document: Navigate to the document in an Approval status.
  2. Find Pending Step: Locate the active milestone and the specific step showing a PENDING status for the user/group you want to change.
  3. Click Change Icon: Click the Change User icon (often two arrows or a person icon) next to the current approver's name/group.
  4. Select New Approver: In the pop-up, search for and select the New User or New User Group to reassign the step to.
    • Note: You can only change a User assignment to another User, or a Group assignment to another Group.
  5. Enter Reason: Provide a clear reason for the change (mandatory for audit trail).
  6. Confirm: Click Confirm.

Outcome:

  • The original approver's status changes to CHANGED.
  • The new user/group is added with a PENDING status.
  • Notifications are sent to the new approver.
  • The change and reason are logged in the history.

Important:

  • You can only change steps that are currently PENDING.
  • You cannot change steps in milestones that are not ACTIVE.

See also: Changing Approvers on a Document and Troubleshooting Cannot Change Approver.