Workflows

The workflow stepper

Every project view guides you through the typical process with a stepper — depending on the flow chosen, redaction, pseudonymisation or re-identification (where licensed):

1. Store originals — upload documents; each goes through processing automatically (PDF rendition, text recognition, preview).
2. Analyse documents — automatic PII detection across the whole project.
3. Review & approve — check the result in the viewer, refine it, and approve the document.
4. Export — output the finished documents as a package.

The status of every document is visible as a badge: Processing → Ready → Analysed / Analysing → Approved (or Failed).

Approval

“Approve” freezes the reviewed state — visible only to users with approval rights. If the dictionary changes after approval, the system marks the documents affected as “Approved (outdated)”; “Approve again” confirms the current state. Projects can enforce that only approved documents may be exported — which makes approval a mandatory stop before anything is shared.

The re-identification flow

For pseudonymised documents that come back after external processing: store the returned files in the Returned files area, and the guided re-identification flow replaces the pseudonyms with the originals again and files the result in the project. Details: pseudonymisation.

Logging and traceability

• Document history: the info panel in the viewer shows versions and the complete history (who did what, and when) as well as the integrity check — the SHA-256 hash is verified against the audit-proof chain.
• Tenant history: sign-ins, activities and the licence counting log — see history (tenant administration).
• System audit log: every system administrator action is traceable across the installation — see system audit log.