Check access and identity separately
Confirm the recipient using contact details already known to your organization. Decide what identity check is appropriate for the document before sending the approval request.
A link can be forwarded. Do not publish a private request in a shared group or assume that possession of the URL proves a person’s identity.
Limit unnecessary exposure
Give staff only the access needed for their work, use the account’s available verification controls, and send only the documents needed for the decision.
Check link expiry and completion behavior for the request. If it is sent to the wrong person, stop the process and have an authorized team member use the available access controls before resending.
Verify the approval record
In Khtoom, review the request status and resulting document. Confirm that the intended action and version match the business request.
Retain the necessary decision context according to your organization’s rules. Decide who may retrieve the file and for how long; do not treat the archive as permission to keep every file indefinitely.
FAQ
Is a private link enough to verify the approver?
No. Link access and identity verification are different checks. Use the verification method required by your organization and supported by the request.
What should I do with a misdirected link?
Ask the unintended recipient not to use it, notify the document owner, and check available link access controls. Send a replacement only after confirming the correct recipient.