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What this helps you do

Use a review request when an artifact needs a clear owner, deadline, and recorded outcome. A request can ask for Review, Feedback, Approval, or a custom response.
Reviews are not AI tool approvals. This workflow is for people reviewing the live artifact. AI tool approvals are a separate thing: they control whether an agent may take an action. See Tool approvals.

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Before you start

  • You need edit permissions for the artifact.
  • Recipients need access to the artifact. When you select a recipient for a private artifact, review the sharing warning before continuing.
  • Decide whether editing should continue during the review.

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Raise a request

  1. Open the artifact and select Raise a request in its toolbar.
  2. Under Request for, choose the kind of response you need:
    • Approval — you need a decision on the record. Reviewers select Approve or Request changes.
    • Feedback — you want comments and suggestions rather than a decision.
    • Review — you want someone to check the work over.
    • Custom — you name the response you need.
  3. Add a message that tells reviewers what to check.
  4. Optionally choose a due date and add it to your calendar.
  5. Add one or more recipients.
  6. If the content must remain fixed, select Lock document while review is pending.
  7. Apply the request.
State the decision you need, the sections that changed, and any acceptance criteria. A focused request is easier to complete than a general “please review.”

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Complete a request

Reviewers can open the request from Requests in the top bar, which shows a badge when responses are waiting, or from its notification in the bell.
  • For an approval request, select Approve or Request changes.
  • For review, feedback, or a custom request, select Mark done when your response is complete.
  • Use Open document to inspect the current content before deciding.
If the artifact changed after the request was raised, Collivo shows Content changed. Existing decisions remain recorded, but reviewers should check the current content again before acting.

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Work with a locked review

When the requester locks the artifact, people can read it but cannot edit it while the request is pending. This keeps the content still, so the person responding is looking at the same version that was sent to them. The banner at the top identifies the request and requester. Completing or cancelling the request releases the review lock. An authorized editor can also choose Unlock, but should coordinate with the requester because the review remains active and the content may then change.

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Expected result

The request records who was asked, what response was required, and the outcome. A completed approval also preserves the reviewed point in the artifact’s version history.

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Troubleshooting

  • Raise a request is disabled: confirm that you have edit permissions for the artifact.
  • A recipient cannot open the artifact: share the project or item with them at the appropriate level.
  • Content changed appears: reopen the artifact and review the latest content before deciding.
  • Editing is blocked: check the review-lock banner. Complete the request or ask an authorized person to unlock it.