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Review and submit

Review what changed, document why, and submit the version for approval. This is the fifth and final step of the authoring flow, and the only step that writes to the database.

Who this is for

Administrators (Quality Admin, HR Admin, Corporate Admin).

What you see​

The Review step gathers everything before submission:

  • Preview - the rendered training body as the learner will read it.
  • Diff - for a new version of an existing training, a paragraph-level comparison against the current active version, showing additions and removals. A net-new training shows that there is nothing to compare against.
  • Sources - the internal documents that will be attached to the version, listed by title and version. A warning appears if any hallucinated citations remain.
  • Change reason - the documented justification for this version.
Screenshot pendingReview step with preview, diff against the active version, and the change reason field

Write the change reason​

The change reason explains why this version exists. It is required and supports ISO 9001 change control (§7.5.3.2.c).

  • It must be at least 10 characters and at most 1000.
  • A live counter tells you when it is too short.

Draft the reason with AI​

Click Draft with AI to have the system propose a one-to-two-sentence change reason from the difference between the current active version and your candidate. It only fills the field; you can edit it, and it never submits for you.

Submit for review​

The Submit for review button is enabled only when:

  • The body has content.
  • The change reason is between 10 and 1000 characters.
  • At least one internal source with a current version is attached.
  • No hallucinated citations remain.

If any condition is unmet, the disabled button states the reason. Submitting asks you to confirm first.

What submit does​

On submit the system:

  1. Saves the training-level metadata (name, description, category, recertification policy) directly on the training.
  2. Creates a new training version in pending review and not active, attaches your internal and external sources, records your change reason and objectives, and stamps whether the content was AI-drafted.
  3. Records a fail-loud create_version entry in the audit trail.
  4. Routes the version to the Quality Review Queue.

If you author from the Quality Admin or Corporate Admin role, the success message links you straight to the review queue. The version still needs a different person to approve it.

Submitting never publishes

Every submitted version - AI-drafted or hand-written - lands in pending_review with is_active=false. It does not go live, and it does not replace the current active version. A different person must approve it in the Quality Review Queue, and the approver cannot be the creator. This segregation of duties is enforced by the system, not left to policy. See Segregation of duties.

What approval requires

The approver must supply a change reason of at least 10 characters, the version must have at least one attached source, and the approver must not be the creator. They can also choose to activate the version on approval and, for a major change, re-certify everyone who already completed it. See Versions and recertification and the Quality Review Queue.

Re-submitting after an edit​

If you submit, then edit and submit the same training again, your earlier pending version is withdrawn so the reviewer's queue does not fill up with duplicate tasks. A clean re-submission produces a fresh version rather than editing the prior one in place. See Versions and recertification.