Quick reference — every role on one page
The six quick-reference cards from the training modules, together and printable. Print this page and pin your card to the wall.
Reviewer
| Task | Where / label |
|---|---|
| Find your work | “My Queue” (nav rail); dashboard is “Home” with “Statutory deadline health” |
| Open a document | From queue — “Ready for Review” becomes “In Review” |
| Decide a detection | “Redact” / “Don’t redact — keep visible” |
| Decision states | “to decide” → “redacted” / “kept visible” |
| Preview effect | Toggle “Original” / “Redacted” — visual only; permanence at export |
| Bulk accept | “Accept all ≥ 90%” (skips [REVIEW REQUIRED] types — they stay pending for hand review) |
| Add missed content | Select text → add a manual detection |
| Fix a card | “Change type” / “Edit grounds” → “Select Withholding Ground” |
| Extra-scrutiny types | Flagged [REVIEW REQUIRED] — decide individually |
| Finish | “Sign Off” → “Submit” → “Reviewed (Initial)” |
| Sent back? | Document returns to “In Review” — read the reason, fix, sign off again |
| Someone else editing | “This document is read-only — another reviewer is editing it.” |
| Stale edit | “This document was changed by another reviewer — reloading the latest.” — your change is not saved |
| Processing failed | Badge “Error” with a plain-English reason; password-protected and corrupted files must be fixed and re-uploaded |
Full module: Module — reviewer
Senior Reviewer
| Task | Where / label |
|---|---|
| Send a document back | “Request Changes” → “Send Back” (returns to “In Review”; add a reason) |
| What you cannot do | “Final Approval”; case admin; “Ombudsman Package” (“Your role cannot emit this package type”) |
| Withhold in full (LGOIMA only) | “Mark as PE” → “Apply withhold in full”; undo with “Revert to per-span review”; filter with “Show PE only” |
| Structured-PII sweep, case-wide | “Auto-clear structured PII (emails, phone numbers, IDs)” → “Redact all …” chips (Senior Reviewer and above) |
| Confidence sweep | “Auto-accept high-confidence detections” — “Confidence threshold” slider → “Auto-accept {N} above {X}%” (Lead / Senior Reviewer; preview with “Show the {N} detections this will redact” first) |
| Entity groups, case-wide | “Review by reach” — “Hide everywhere” / “Look first” / “Not sensitive”; undo with “Undo this batch” |
| Bulk exclusions | Scrutiny types never swept — “held for manual review” / “This needs a closer look.” → decided individually |
| Custom rules | Shared with the Lead — “Custom Rules” (detection, not redaction; only Active rules run) |
| See what changed | “Compare version snapshots” — “Left Version” / “Right Version”, “Added” / “Removed” / “Modified” / “Unchanged” |
| Your package rights | “Requester Package” + “Internal Package” |
Full module: Module — senior reviewer
Final Approver
| Task | Where / label |
|---|---|
| Your work queue | “Home” → “Approval queue — by deadline risk”; the rail’s “Approvals” item (relabelled “My Queue”) opens the shared active-review queue — org-wide scope |
| Approve one document | “Final Approval” → “Confirm Approval” → “Signed Off” (frozen; “Detections are locked after final approval”) |
| Approve several | Documents tab → “Sign Off Selected” — freezes all selected at once; check each first |
| Wrong before approval? | “Request Changes” → “Send Back” (returns to “In Review”) — impossible after the freeze |
| Case attestation | “Finalise & Close” → “Final sign-off” → “Disclosure outcome” (“Granted in full” / “Granted in part” / “Refused”) → “Attest case complete” |
| Export gate | External packages need full attestation + agency name set |
| Your package rights | “Requester Package”, “Internal Package”, “Ombudsman Package” (unredacted originals — never external) |
| Readiness badges | “Signed Off”, “Not Signed Off”, “Missing Grounds”, “Review Incomplete” |
| Verification | “Verifying redactions are permanent...”; statuses “PASSED” / “LEAK-FOUND” / “UNVERIFIED” / “EXCEPTION” (+ “WITHHELD IN FULL”, not a failure) |
| Blocked export | “Export Failed” — fix flagged documents and regenerate; never bypass the block |
Full module: Module — final approver
Lead (request manager)
| Task | Where | Label | Gating |
|---|---|---|---|
| Create a request | New Case | “Log a new request” → “Create Case” | Lead only |
| Upload documents | Case upload screen | “Document Ingestion” → “Continue to Review” | Case participants |
| Import from Microsoft 365 | Document Ingestion | “Import from SharePoint” | Only when enabled by your organisation |
| Configure stages | Case workspace | “Review Workflow Setup” → “Save Workflow” | Lead |
| Assign a document | Documents tab | “Assign Reviewer” | Lead only |
| Bulk final sign-off | Documents tab | “Sign Off Selected” (freezes!) | Final Approver / Lead |
| Delete documents | Documents tab | “Delete” | Lead only |
| Extend the deadline | Case | “Extend deadline” (reason mandatory, audit-trailed) | Lead only |
| Detection rules | Left nav | “Custom Rules” (Active rules run; Drafts never match) | Lead / Senior Reviewer |
| Deadline health | “Home” | “Statutory deadline health” — “On track” / “Urgent” / “Overdue” | All case roles |
| Live disclosure record | Case tabs | “Withholding Schedule” / “Audit Trail” | Any case role |
| Release | “Finalise & Close” | “Mark as released” — terminal, freezes everything | Lead |
| Close / reopen | “Finalise & Close” | “Close & archive” / “Reopen case” | Lead |
| Packages | “Finalise & Close” | “Requester Package” / “Internal Package” / “Ombudsman Package” | Lead: all three |
Full module: Module — lead
Administrator
| Area | What the Administrator does | Key fact |
|---|---|---|
| Case content | Nothing — by design | No cases, documents, reports, or packages; needs a second role to do case work |
| Activation | First user enters the activation code, becomes Administrator | Regime is fixed at activation — not changeable in Settings |
| Setup wizard | 7-step initial configuration (org details, departments, roles, AI config…) | Specifics live in the deployment guide |
| Users | Email invitations (domain-restricted); SSO + SCIM available | Only an Administrator can grant the Administrator role |
| Identity | Agency name and branding | External exports are blocked without the agency name |
| OCR / AI | Administrator-configured cloud features | No OCR: no uploads process; no AI: pattern detection only; media is never screened |
| Custom rules | Owned by the Lead and Senior Reviewer — not the Administrator | Detection, not redaction; only Active rules run |
| Escalation | Configuration questions come to you | Case-level blocks go to the Lead or Final Approver |
Full module: Module — administrator
Everyone — the foundations
| Fact | Detail |
|---|---|
| Regimes | LGOIMA (local govt) or OIA (central govt) — one per instance, set at activation; wording and grounds differ, workflow the same (plus one LGOIMA-only feature: s 48 public-excluded) |
| Withholding sections | Conclusive: s 6 (both). Public-interest: s 7 (LGOIMA) / s 9 (OIA). Refusal: s 17 (LGOIMA) / s 18 (OIA) |
| Statutory deadline | 20 working days — s 12 (LGOIMA) / s 15 (OIA); assigned automatically at intake |
| Detection decisions | Starts pending → “Redact” or “Don’t redact — keep visible”; redacted items need a ground |
| Document states | “Ready for Review” → “In Review” → “Reviewed (Initial)” → “Signed Off” (frozen) → “Released” |
| Roles | Reviewer, Senior Reviewer, Final Approver, Lead, Administrator (no case access) |
| Final sign-off | Final Approver or Lead only — never the Senior Reviewer |
| Visibility | Scope, not role: department or org-wide (Lead and Final Approver are org-wide) |
| Upload formats | PDF, DOCX, XLSX, PPTX, EML/MSG, TXT |
| Format warnings | PST/ZIP and standalone images rejected at upload; audio/video not screened; every upload needs OCR to process |
| Packages | Requester (screened, external), Internal (recommended, records), Ombudsman (includes unredacted originals) |
| Golden rules | Redaction is permanent; verification fails closed; every artefact leaks; only the Requester package leaves the building |
Full module: Module — foundation