# Client portal permissions and approvals worksheet

Planning template by Ajju Iglesias. Use sample information, not passwords or private client documents.

## Workflow
- Deliverable and version being decided on:
- Meaning and consequence of approval:
- What approval excludes:
- Organisation and project boundary:
- Owner of this workflow:

## People and actions
For each named role, specify project scope and allowed document states.
- View:
- Comment:
- Upload a new version:
- Submit for review:
- Approve:
- Request changes:
- Withdraw or reopen (including reason):
- Invite people or change access:
- Delegate approval (who can assign, scope, expiry):

## Version and state rules
- States and permitted transitions:
- Number of approvals required and conflicting-decision rule:
- What happens when a replacement arrives:
- What an old review link shows:
- How stale or simultaneous decisions are handled:
- Behaviour when the same request is repeated:
- Server confirmation and error messages:

## Files, records and notifications
- File access model and link expiry:
- Decision record: actor, document/version, time, previous/new state, reason:
- Who can view history and retention requirement:
- Notification trigger and delivery failure recovery:
- Who owns overdue reviews:
- Invitation expiry and deactivation policy, including sessions and links:
- Access review owner and administration recovery:

## Acceptance cases
For every case record the sample identity, client/project, document/version, action, expected result and observed evidence.
1. Authorised approver decides on submitted version.
2. Reviewer cannot approve, including through a direct request.
3. Client B cannot read client A's file.
4. Expired invitation is refused.
5. Deactivated member loses access as defined by the policy.
6. Stale review cannot approve a replacement version.
7. Retried decision does not duplicate downstream work.
8. Saved decision remains accurate if notification delivery fails.

## Release decision
- Unresolved exceptions:
- Responsible reviewer:
- Evidence location:
- Agreed next step: