Review the assignment
Start by understanding the exact question you have been asked to review and why your expertise is needed.
Check the AI use, assessment stage and decision guide before forming a conclusion. Your responsibility is limited to the specialist requirement, not the overall approval decision.
How to review the assignment
- Open the Specialist confirmation from My actions.
- On 1. Review, read the AI use purpose, business area, owner and your specialist role.
- Read Why you’ve been asked, the scope and what you should consider.
- Open the AI use when you need broader permitted context.
What happens next
Continue to 2. Assessment information before recording your response.
Review relevant assessment information
The assessment information brings together the answers that are relevant to your specialist question.
Consider whether the facts are sufficient, current and supported. If important information is missing, request it rather than adding assumptions to your conclusion.
How to review relevant assessment information
- Select 2. Assessment information.
- Read the answers highlighted as relevant to your specialist role.
- Use Show other assessment information when you need other relevant answers and have access to view them.
- Return to 3. Your response when the available information is sufficient.
Request more information
Use an information request when a specific missing fact prevents you from completing the specialist review.
Ask a focused question and send it to the person best placed to answer. The request supports your review; it does not transfer the specialist decision to the recipient.
Before you start
- The requested information must be relevant to this specialist confirmation.
How to request more information
- Open 3. Your response.
- Select Request information.
- Choose an organisation member who is well placed to provide the information.
- Describe the fact, evidence or clarification you need.
- Send the request and wait for the response.
What happens next
The recipient receives an Information request in My actions. The specialist confirmation remains open.
Common situations
- Create separate requests only when the gaps are genuinely different.
- If the right person is not available, ask the assessment coordinator to invite them or choose another suitable recipient.
- When several departments need to contribute, coordinate their responses through the normal business process and ask one clear question for each distinct information need.
Respond to an information request
An information request asks you to supply a fact or evidence for someone else’s specialist review.
Answer only what you can support. If the evidence is stored in another records system, provide the approved reference or location rather than copying sensitive material unnecessarily.
How to respond to an information request
- Open the Information request from My actions.
- Read the question and the related AI use context.
- Enter a clear response.
- Add a document, ticket or link reference when it supports the answer.
- Submit the response.
What happens next
The response becomes available to the specialist and remains part of the governed assessment record.
Record the specialist decision
Record your specialist conclusion after you have reviewed the relevant assessment information and resolved any essential information gaps.
Explain the reasoning, evidence and any conditions clearly enough for the assessment and approver to understand the limits of your conclusion. This confirms the specialist requirement only; it does not approve the whole AI use.
How to record the specialist decision
- Open 3. Your response and review all available information.
- Choose Requirements met, Requirements met with conditions or Requirements not met.
- Add the rationale, conditions or reason required by the selected outcome.
- Add a supporting evidence reference when useful.
- Select Complete confirmation.
What happens next
The formal assessment receives the specialist outcome. This does not approve the overall AI use.
Common situations
- Use conditions when requirements can be met only through specific follow-up. Be precise enough for the owner and approver to understand them.
Reassign or withdraw a specialist review
Reassign a review when the requirement remains valid but a different specialist should complete it. Recall an invitation when it was sent to the wrong person or should no longer be accepted.
Withdraw the requirement only when authorised and when the specialist review is genuinely no longer needed. Record the reason so the change can be understood later.
Before you start
- These actions require coordination permission.
How to reassign or withdraw a specialist review
- Open the More confirmation actions menu.
- Choose Reassign specialist when the confirmation is still required but another reviewer should complete it.
- Choose Recall assignment when you need to remove the current assignee while keeping the confirmation requirement open.
- Choose Withdraw confirmation request only when the requirement itself is no longer needed.
- Read the warning, provide the required reason and confirm the action.
What happens next
Swell preserves the assignment and withdrawal history.
Common situations
- Reviewer unavailable: reassign the work to another reviewer with the required expertise.
- Assigned in error: recall, then assign the correct person.
- Assessment changed and confirmation no longer required: withdraw the request with the reason.
If you can’t assign a reviewer
Assignment can be unavailable when you lack coordination permission, no suitable active member exists or another assignment rule prevents the choice.
Check access and the required specialist area before asking an administrator for help. Do not broaden someone’s access merely to bypass the assignment safeguards.
What to do
- Check whether you have permission to coordinate the assessment.
- Check whether an active person with the required expertise appears in the list.
- Use the invitation option when the reviewer has not joined Swell.
- If access or eligibility still prevents assignment, use Request help and describe the role needed without including unnecessary sensitive governance content.