If you haven't already set up a workflow, see How to Set Up an Approval Workflow. For definitions of stages, steps, and reviewer types, see How Holly's Approval Workflow Works.
Tracking Progress
Once a workflow is running, open the specification and go to the Workflow tab. Under Collaboration stages, you'll see:
When the workflow started, with a running elapsed-time count
A badge showing whether the workflow is set to Manual or Automatic Stage Advancement
Each stage's steps, shown side by side as cards, each with a Collaborator, Status, and Action column
Reviewer Status
Each reviewer's status updates as they move through their review:
Sent — The reviewer has been notified but hasn't opened the review yet.
Reviewing — The reviewer has opened the specification and is actively working through it.
Completed — The reviewer has finished and submitted their review.
The document owner is also shown at the top of the page, next to the Edit timeline and Force finish stage buttons. See How to Set Up an Approval Workflow for how to change ownership.
Sending Reminders
If a reviewer is taking longer than expected, you can nudge them directly from the Workflow tab. This works whether their status is Sent or Reviewing.
Find the reviewer's row and click Remind.
In the Send a reminder via email window, optionally add a note.
Click Send.
Holly keeps a record of reminders sent to each reviewer, so you can see at a glance who's already been nudged.
See an example of the email reminder that gets sent out below:
Editing the Workflow
Plans change. Click Edit timeline to open the Edit review workflow window, which looks just like the setup screen you used to build the workflow: the same stage and step cards, the Automatic stage advancement toggle, and Manage templates.
From here you can:
Remove a reviewer by clicking the X on their name
Edit a step's name, description, or due date using the pencil icon
Delete a step entirely using the trash icon
Add new steps or stages with Add step and Add stage
When you're done, click Save changes.
Understanding Edit Permissions by Step Status
What you can change depends on where a step is in the review process:
Step Status | What You Can Do |
Not started | Full editing freedom — rename, reorder, delete, add or remove reviewers |
In progress (no reviews completed) | Still fully editable |
In progress (some reviews completed) | Partial editing — add new reviewers, but you can't remove reviewers who've already submitted or delete the step |
Completed | Locked — the step is part of the permanent record |
Force Finishing a Stage
If you've received enough feedback to move on, or a reviewer is unavailable, click Force finish stage to advance the workflow without waiting for every reviewer to submit. Anyone who hasn't completed their review is marked Skipped rather than Completed, so there's a clear record of what happened.
Managing Attachments
Files attached to the workflow are listed under Attachments on the Workflow tab. Each attachment shows its filename, a version badge (starting at v1), and when it was uploaded.
Click the ... menu next to an attachment to:
Rename it
Replace with new version — uploads a new file without losing the old one
Delete it
When you replace a file, the previous version isn't lost. Reviewers see an indicator that a newer version is available and can still open the prior version from its history. Only the document owner can replace, rename, or delete an attachment; reviewers can view and download but not modify.
Reverting to Draft
At the top of the Workflow tab, next to the document owner, you'll see the button Revert to draft. This will end the entire workflow and delete all changes and comments associated.
Warning: Clicking Revert to draft brings up a confirmation: "Are you sure you want to revert this spec back to a draft? This action is irreversible and will delete all comments and reviews." Confirming permanently deletes every comment and review left so far in this workflow.
Next Steps
Once all stages are complete, head to How to Review Feedback on a Specification to address remaining comments and suggestions and move closer to publishing your specification.