# Send a record for review, approve, publish

> Submit a finished record, then approve it from the review queue or the record page, which publishes it in the same step.

Source: https://www.speclatch.com/guide/confidentiality-review/review-and-publish
Who: Admin, Engineering or Marketing. Plan: Every plan.
Last verified: 2026-11-10

## Before you start

- To submit, you need the Admin or Engineering role. To approve or reject, you need Admin or Marketing.
- The record is Draft. New records start there.
- Fill in the required fields. By default, SpecLatch refuses to submit a record with an empty required field or a value that breaks a field's rule. The message names the fields.

## Steps

1. In the table's grid, click the **Open record page** icon at the end of the record's row. The header shows its status.
2. Click **Submit for review**. The record becomes In review and is locked for editing.

   ![Record page header for a pump record, with its status badge, a Spec sheet button and a Submit for review button](https://www.speclatch.com/guide/confidentiality-review/review-and-publish-1.png)

   *A record that is ready goes to review from its header.*

3. As the reviewer, open **Needs review**. It lists every record that is In review, oldest first.
4. Click **Open** to check the record's fields, comments and history.
5. To publish, click **Approve & publish** on the record page, or **Approve** in the queue.

   ![The Needs review queue with one pump record, showing who submitted it and Open, Approve and Reject buttons](https://www.speclatch.com/guide/confidentiality-review/review-and-publish-2.png)

   *Approve publishes the record; Reject sends it back with your comment.*

6. To send it back, click **Reject**, add a comment, and confirm. The record returns to Draft with your comment in its **History**.

> **Tip:** To move many records at once, tick their rows in the grid. The bulk bar offers **Submit for review**, **Approve & publish**, **Reject** and **Return to draft**.

> **Editing after approval.** A Published record is locked. Click **Return to draft**, add an optional comment, make your edits, and submit again. Until it is approved again, the record is off the portal.

## What happens after

Approving sets the record to Published. It then shows on the portal if its table is in the catalog, and to Public API keys. The member who submitted it gets a notification, with your comment if you rejected it. An Admin can turn on **Regenerate a record's spec sheet when it's published** under **Automations**. The record's default spec sheet is then generated again at the moment of approval.