Collaboration

A noticeboard that gathers the document reviews waiting on you and the newest unresolved comments from across your compliance records, each with a link to the record where the work actually happens.

While people draft policies, procedures, compliance documents and evidence, they leave notes for one another and ask a colleague to check a document before it is approved. Those conversations live on each record's own detail page, so a request can sit unread for weeks in a corner of Aegis you rarely open. The Collaboration page pulls two of those streams into one place — the reviews (requests to check a document before it is approved) where you are the named reviewer, and the most recent open comments (notes left on a record that nobody has marked as resolved) from anywhere in the team.

Read it as a noticeboard rather than a workspace: it lists and links, while the reading, replying and deciding happen on the record you open from here. You reach it from the Collaboration entry in the Documents group of the left sidebar, at /collaboration.

Who uses it

Opening the page needs the View Comments permission (collab:comment:read), which all four standard roles hold, so Admin, Manager, Contributor and Viewer all see the same two lists. Anyone without it is sent to /unauthorized rather than shown a blank page. Collaboration is also an operator-provisioned module: if your tenant does not have it switched on, the sidebar entry does not appear and the route refuses the request.

What you can then do on the record you open differs sharply by role:

What's on this screen

The page is deliberately plain. A header carries the title Collaboration over a one-line description — "Pending reviews assigned to you and the latest open comments across documents." There is no create button, no filter bar, no search box and no export on the page itself, so the only controls are the ones in the frame around it: the left sidebar and the top bar.

Below the header sit two stacked sections, each a bordered panel:

• Reviews assigned to me — document reviews where you are the named reviewer and the review is still Pending or In Review. Each row shows the record type followed by the word review — policy review, compliance document review and so on — over a second line reading Requested by, the requester's name, a middle dot and the review status. An Open link sits at the right-hand end of the row.
• Recent open comments — unresolved comments from across the whole team, not only yours. Each row shows the comment text on one line, truncated to the width of the panel, over its author and the kind of record it sits on joined by a middle dot, and an Open link at the right.

Both lists are read once when the page loads, ordered newest first, and capped at the 25 most recent items. In the capture the two sections are in different states, which is normal. Reviews assigned to me has nothing waiting, so it shows its message in place of a list: "No reviews assigned to you. Comments and review requests on policies, procedures, compliance documents, and evidence will appear here." Recent open comments has two rows, both left by Test Admin 1 on a policy, each with its own Open link. The matching empty message for the second section reads "No open comments. Threads opened on policies, procedures, documents, or evidence will surface here." The signed-in account in the capture is Test Contributor 1, a Contributor.

Because the page has no controls of its own beyond those Open links, the numbered callouts below point at the frame around it.

1. The circled question mark in the top bar opens the in-app User Guide at the chapter for the screen you are on. It is a link rather than a panel, so you leave the page and return with your browser's back control.
2. Read the signed-in name at the top right. Reviews assigned to me is filtered to exactly this account, so this is where you confirm you are clearing your own queue and not a colleague's. In the capture it reads Test Contributor 1.
3. Select the Compliance group in the sidebar to expand it. It holds three of the four record types these lists draw from — Policies, Procedures and Evidence — for when you would rather browse a register than follow a link.
4. The Documents group holds the fourth type, Compliance Documents, alongside the Collaboration entry that brought you to this page. The group stays collapsed until you select it.
5. Administration at the foot of the sidebar holds Settings, whose Users tab is where roles are assigned. If a review is sitting with someone who cannot decide it, that is put right there — read Roles overview first.

Working through a review assigned to you

Open it at the start of a session: read what is yours, clear it on the record, come back.

1. Read the row in Reviews assigned to me. It names the record type, who requested the review, and where the review has got to — Pending if nobody has picked it up, In Review if someone has.
2. Select Open at the right of the row. For a policy or a compliance document you land on the detail page scrolled straight to its Collaboration panel. For a procedure or an evidence item the link opens the detail page, but no collaboration panel is mounted there yet — see the note below.
3. In the panel, read the Reviews section. Each entry shows Requested by and the requester's name, the current status as a small grey badge, a Reviewer: line where a reviewer is named, and any note stored with the request.
4. If you hold Manager or Admin, choose Approve, Request changes or Reject. All three buttons grey out while the decision is saved, a short "Decision recorded." confirmation appears, and the entry's status badge updates in place. The buttons only appear on reviews still at Pending or In Review. Deciding a review that was still Pending also records you as its reviewer.
5. Return to /collaboration and reload. A review that is no longer Pending or In Review has dropped off the list, so what remains is what is still outstanding.

Following an open comment

The second list is team-wide, so a row may sit on a record somebody else owns. Scan it for what touches your work rather than trying to clear all of it.

1. Read the comment row. The first line is the comment text, cut off at the width of the panel if it is long; the second line names the author and the record type, so Test Admin 1 · policy is a comment left by Test Admin 1 on a policy.
2. Select Open to go to that record. The full comment and any replies sit in the Comments section of its Collaboration panel, each entry showing the author, a short date and time, and the complete text. Replies are indented beneath the comment they answer.
3. To add your own, type in the Add a comment box below the thread — it takes up to 10,000 characters — then select Post comment. The button stays disabled until you have typed something, then reads Posting… while it saves; the thread refreshes and "Comment added." appears. The box is only rendered for roles that may comment, so a Viewer will not see it.

The box always posts a new top-level comment. There is no control for replying to a particular comment, so make it clear in your text which point you are answering.

Where each Open link takes you

Aegis collects comments and reviews on four kinds of record:

How the two lists fill and empty

A review joins the first list when someone names you as its reviewer, and leaves once its status moves past Pending or In Review — once it is approved, rejected or cancelled. A comment joins the second list when it is posted and would leave once it is marked as resolved — which nothing in the interface currently does. The two sections are independent, so one can be full while the other shows its empty message, as in the capture above. An empty Reviews assigned to me means you are up to date, not that something has gone wrong.

Tips and limits

• Each list shows only the 25 most recent items. For the full comment history on a particular record, open that record rather than relying on this page.
• The lists reflect the moment the page loaded. Reload after deciding a review or posting a comment to see the change here.
• The reviews list is personal; the comments list is shared across the tenant. Do not read the comments list as a to-do list for you.
• Only policies, procedures, compliance documents and evidence are covered. Discussion on risks, incidents, vendors and the other registers is not gathered here.
• The panel on a detail page also needs the Document Collaboration licence feature. If your tenant has the Collaboration module switched on but that feature is off, this page will still list rows while the panel on the record does not appear at all — the detail page renders without it rather than showing an error. Ask your administrator to check the licence before assuming the record is broken.
• There is no AI assistance on this page. It is a plain index of what people have written and asked for.

Where this connects

The records these lists point at are covered in Policies, Procedures, Compliance documents and Evidence. For who may comment, request a review and decide one, see Roles overview. For the sidebar groups the callouts point at, see The left menu; for other work waiting on you, see Action items and the Dashboard.