How to Review and Accept Activities

Activity records only count in reports once someone with approval rights accepts them. This guide covers every decision a reviewer can make and what the person who wrote the record does next.

Who can review: Admin and Project Manager. Who can write and resubmit: Admin, Project Manager, M&E Officer and Field Officer.

Open Projects → your project → Activities.

Accept one record

1. Click the activity.
2. Click Accept. That is all: it is accepted in one step.
3. To leave a reason in the audit trail, click Accept with a note instead, write it and click Accept and submit.

Accept many at once

1. On the Activities list, look for "n waiting for review" at the top.
2. Tick the records you want, or click Select all waiting.
3. Optionally write one note for all of them.
4. Click Accept n selected.

You see a result for each record. If one cannot be accepted (for example it was already accepted), the others still are, and the message tells you which one and why.

Ask for a change

1. Open the activity and click Request revision.
2. Write what needs to change (required) and confirm.

The record is marked Needs revision. Your note is shown next to the text, not inside it, so it never ends up in a report.

Answer a revision request (the writer)

1. Open the activity marked Needs revision. You see The reviewer asked: ….
2. In Answer the revision request, fix the text. The summary is already filled in without the reviewer's note.
3. Click Resubmit for review.

It goes back to Submitted. You do not need to create a new record.

Reject

Reject closes a record for good and needs a note. Use it for records that were wrong; use Withdraw (below) for duplicates and replacements.

Withdraw a record that should not count

Use this when a record was entered twice, entered by mistake, or replaced by a better one.

1. Open the activity. In Replaced or entered by mistake? choose Replaced by (optional) and click Withdraw this record.
2. Confirm.

A withdrawn record:

• is left out of reports,
• no longer counts as "not accepted" on the closing report steps and the checklist,
• stays in the list, greyed out, with a Withdrawn label.

An accepted record cannot be withdrawn. To undo a withdrawal, open it and click Restore this record; it goes back to Submitted for review.

Statuses

Status	Meaning
Draft	Not submitted.
Submitted	Waiting for review.
Needs revision	Sent back with a note. The writer can edit and resubmit.
Accepted	Counts in reports.
Rejected	Closed for good.
Withdrawn	Left out of reports. Can be restored.

Good to know

• Every decision is recorded in the audit trail.
• The closing report only uses accepted records. See How to create the closing report.
• Related: How to log activities.