Reviewing and Approving Records

Submitted data appears on the project's Records tab, typically with a Pending status, awaiting review by the project's Auditor.

Figure 1 The Records tab, listing submitted records

The tiles across the top count the Total, Thrive Validated, Pending, Approved and Rejected records. For each record, the list shows:

Column	What it shows
Metric	The metric the record was submitted against. Select it to open the record.
Value	The amount claimed, with the resulting social value underneath.
Period	The capture period the record relates to.
Submitted / Updated	When the record was submitted or last changed, and by whom.
Validation	The number of validation issues on the record, for example 1 Advisory. Select it to see the detail.
Status	An amber icon for Pending, a green tick for Approved, or a red cross for Rejected.
Comment, Evidence, Inputs, Tags	The number of comments, evidence files, data inputs and tags attached to the record.

Reviewing a Record

Select the three-dot menu at the end of a row to see the actions available for that record. A search box at the top of the menu helps find an action quickly.

Figure 2 The actions menu for a record

Action	What it does
View Details	Opens the full record, including its fields, evidence and comments.
Approve	Approves the record, so it counts towards the project's social value.
Pending	Returns the record to Pending status.
Reject	Rejects the record and sends it back to the data collector (see ‘Rejecting a Record’).
Edit	Changes the details of the record.
Delete	Removes the record.

As a guide:

Records with no activity for a period can be approved directly, with no further action needed.
Records with evidence and comments attached can be reviewed and approved.
Records missing evidence or comments can be rejected.

Rejecting a Record

Figure 3 Confirming a rejection and giving a reason

Selecting Reject asks you to confirm. Enter a rejection reason, which is sent back to the data collector, then select Reject Record, or Cancel to leave the record as it is.

Rejecting a record automatically emails the data collector requesting the missing information. The record returns to them for correction and resubmission.

Tip Make the rejection reason specific, for example "Please attach the supplier invoice for this spend", so the data collector knows exactly what to fix.

Record Status Overview

The tiles at the top of the Records tab give a running total of records by status, providing a quick overview of outstanding review work. Use Filter by status or Filter by validation status to focus on the records that need attention.