Approval records: see the decision and its supporting evidence
Read who decided, on which file, page and version, and why. Open a decision in the Aproove Decision trail to inspect its signature state, the comments and checks the reviewer had open, and any exception flags, then export the evidence for a defined scope.
This walkthrough uses sample data from an annuity illustration insert project. No version of the insert in the example was released.
Read dated approval decisions from one sample project
The one-project view of the Decision trail for the Annuity illustration inserts project (LI-4460) lists the six workflow steps with the number of decisions and exception flags at each step. Four reviewers decided on versions 3, 4 and 5 of the California insert. Studio QC approved version 4, a delegate approved version 5 at brand review, legal counsel rejected version 5, and the compliance reviewer approved version 3 without the required signature. No version of the insert has been released.
Aproove derives each row from the project history, which remains the complete record of authority, and each row links back to its entry in the project history. The article Proof of compliance turns an audit request into one export walks through the same project from an examiner's request to the export.
A decision record holds the version, the reason and the evidence the reviewer had open
When a compliance lead opens the compliance approval of version 3, the decision record shows the following facts.
- Marcus Webb, the compliance reviewer, approved version 3 of Annuity_Insert_CA_v3.pdf, page 2, on July 27, 2026.
- The reviewer selected the reason "Meets requirements" and entered the free-text note "Signature step skipped during migration." The record stores the note as the reviewer's own account, written at the moment of decision.
- The step's policy required an e-signature, so the record carries a Signature missing flag.
- The record lists the studio lead's note on the version 3 upload, the confirmation that all prior-round comments were addressed, and the AI claim-to-reference check, labeled AI generated and marked cleared before the decision.
The record also marks version 3 as superseded. The studio produced versions 4 and 5 after the compliance approval, legal counsel rejected version 5, and the project sits at the compliance review step again, so no version of the insert has been released.
Exception flags mark the irregular decisions before an auditor searches for them
Aproove flags a decision when the step's policy required a signature and none was captured, when a later version superseded the decided version, when someone reversed the decision after Aproove recorded it, when the reviewer decided after the deadline, when an external reviewer or a delegate decided, when AI findings were still open, or when a conflict manager settled two conflicting decisions by override.
The Decision trail filters the list to exceptions only. A compliance lead marks each flagged decision as reviewed, so the record also shows who reviewed each exception and when.
See what the approval evidence export includes
Aproove produces two outputs for an auditor: a decision evidence export from the Decision trail, and a project audit pack from the Compliance module. Each output states its own scope.
Decision evidence export
From the one-project view, the compliance lead selects Export evidence. The dialog states the scope before the export runs: four decisions in the 30 days before the export, project LI-4460, with the columns shown in the view.
Export evidence produces a paginated PDF evidence pack with the filter statement, a flags legend and the attestation records, or a CSV with one row per decision. Every export states that the export is a derived extract and that the project history remains the complete record of authority.
Project audit pack
The audit pack builder assembles the supporting records for a scope and a period the compliance lead sets, which can differ from the Decision trail selection. For project LI-4460 from July 1 to August 31, 2026, the pack holds the proof and comment PDF, the decision records with each record's signature state, the project history CSV and two AI agent run records. The manifest lists what the pack leaves out, including one required control that has not run.
Control coverage shows recorded check results and gaps
A control profile binds the required controls to each regulatory class, and each project inherits the profile of its class. The control coverage matrix marks each required control on each live project as run and passed, run and failed, not run, or waived with a recorded reason. For this sample project, the state insurance control profile identifies a required disclosure presence check that has not run. The coverage matrix reports the project's control results, separately from the AI check stored on an individual decision record.
The control gap panel shows the reason the control profile records for the check: the mandated disclosure block must be present and legible on every variant. From the panel, the compliance lead runs the disclosure agent, waives the control with a recorded reason, or opens the project.
Who it's for
- Compliance leads who answer examiner and auditor requests with a scoped export.
- Legal and regulatory reviewers who need to see the reason and the evidence behind each decision.
- Marketing operations teams in life insurance, Medicare and managed care, and pharma who run multi-step regulated reviews.
- Internal auditors who review exceptions such as missing signatures, delegated decisions and overrides.
Built for regulated environments where failures create real risk
Insurance, healthcare, and enterprise teams face unique approval challenges. Aproove handles state-by-state variations, mandated language, FDA submissions, and multi-geography brand governance without breaking a sweat.
Trusted by leaders
Used by teams that cannot afford uncertainty in their approval process.
"Implementing Aproove has dramatically reduced errors, increased motivation and satisfaction across the teams and importantly, saved the operation significant hard costs."
“The Aproove team are the best team in the world. I feel like I'm their only customer, they are always there for me.”
"Within a short period, we were able to reduce 25 workflows into a single workflow. The team saw a 15-week reduction in getting new marketing packages from idea to market. More importantly, it ensured that all the packages were compliant with regulatory requirements. All steps, comments, and approval are captured and saved for any audits."
More ways to streamline high-stakes workflows
See your own approval records in the Aproove Decision trail
