Previewing and approving document policies

Alerts and notices

Before any policy is executed and processed, it must be previewed and approved by two Administrators or Records Managers. New policies are not available for previewing until one day after they are created. Policies that are available for previewing are called "incumbent" policies. Incumbent policies may cover new documents on any given day; therefore, we recommend regular tracking of incumbent polices. GoFileRoom alerts all members of the Records Managers system group of potential daily changes in the documents covered by your policies with an automated email.


  • Only authorized users can preview and approve document policies.
  • Two members of the Administrators or Record Managers system groups must be present to approve new policies.

Tip: Add any administrators whom you want to receive automated emails about policies to the Records Managers system group.

Follow these steps to preview and approve document polices.

  1. Choose Administration > Manage RecordsFlow from the GoFileRoom toolbar, and click the Preview/Execute tab.
  2. Optional: Filter the policy list by selecting the policy type from the Policy Type drop-down list.
  3. Click the policy you want to preview from the policy list.

    Important! You cannot cancel approved policies.

  4. In the dialog that opens, review the policy guidelines and click the Approve button.

    Note: Keep policies do not require approval.

  5. Click OK and proceed to the next step to continue with the approval of the current policy, or click Cancel to cancel the approval process.
  6. In the dialog that opens, two members of the Administrators or Records Managers system groups must enter their authorization credentials.
  7. Click OK.

Related topic: RecordsFlow Overview

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