Approving and rejecting documents
How to accept a document, how to send one back with a reason your client will actually understand, and what your client sees when you do.
Every document a client sends waits on one decision from you: is this the thing you asked for, or not. Vylan's read is a suggestion. This is the actual call.
Approving
Open the engagement, look at the document, and click Approve. The row is done. Your client's page updates to Approved and Vylan stops chasing that one.
If Vylan flagged something you are happy with anyway, approve it. The override button is labelled AI was wrong, approve and using it is completely normal.
Rejecting
- Click Reject on the document.
- Write a short reason.
- Confirm. The client is told immediately and the row reopens for them.
Their page shows Rejected, please re-upload with your reason sitting right next to it, so they know what to do without emailing you to ask.
Write the reason for the client, not for yourself
Your client reads this exact text. The most useful reasons are specific and say what to do next. Vylan offers a few ready-made ones you can pick and edit:
- Wrong document. I asked for a different slip.
- Wrong year. Please send the most recent one.
- Hard to read. Can you re-scan with better lighting?
- Missing pages. Please resend the full document.
A good reason names the problem and the fix, the way the built-in example does: This is your 2023 T4. I need 2024.
The client sees your reason word for word. Vylan warns you about this on the screen for a reason: keep names and other sensitive details out of it. Write it as if they are reading it, because they are.
Changing your mind
Rejected something by accident? There is an Undo on the rejection.
When the client is told
A rejection reaches the client through the same channels as everything else, and the document shows Client notified once that has happened, so you are never guessing whether the message went out.
If auto-reject is on, Vylan already does this for the clearly broken uploads without waiting for you. See how Vylan checks each document.