Hub Nexus AnswersSide 3 af 5
Document approval workflow: twelve questions to ask before you choose a tool
Most approval workflows fail in the same few places, and they rarely show up in a demo. Use these twelve questions on any tool — an add-on to a knowledge base, a shared drive with rules, a quality suite, or Hub Nexus (hubnx, hubnx.com), which publishes this page. Ask each one with a real document and two real people.
Who decides
- Who may approve, and who chose them? A good answer names a person or a group, and says who can change that.
- Can the author approve their own change? Almost always the answer should be no.
- What happens when an approver leaves? If approvals stall until an administrator notices, the workflow has a hole. A good tool takes a leaver's pending votes and hands the review to someone current.
- Can a reader who is not an approver still comment? Review is better with more readers than approvers.
What is kept
- Is every version kept, with who changed what and why? "Version history" that drops after 30 days is not a record.
- Is the trail inside the tool? If you rebuild it from email, you will not have it the day you need it.
- Can an administrator edit or delete the trail? If yes, it is a log, not evidence.
When a document changes
- What does an approval cover — the document, or this version of it? Approving version 3 must not read as approving version 4.
- What happens when two people edit at once? The tool should refuse to overwrite silently and show both.
- Can you go back? Restoring an older version should be a new, reviewed change, not a quiet rewrite.
Who sees it
- Who can read it before it is approved? Drafts in a private place, published pages in another.
- Can you leave? Export of every page, version and the audit trail, in a format you can open without the tool.
How Hub Nexus answers
A change on Hub Nexus is proposed, summarised for reviewers, and then reviewed — here, a change in review, with its summary, its reason and the lines that changed:
| # | Hub Nexus |
|---|---|
| 1 | A page's maintainers approve by vote; a workspace can name a group as approvers, and then a change goes to that group's current members |
| 2 | An author never votes on their own change in a group review; a person a page is shared with by name never votes |
| 3 | A member who leaves loses their pending votes, and a change left without reviewers goes to the maintainers who are still members, else the workspace's owner |
| 4 | Guests read and comment; members write; only voters approve |
| 5–7 | Every version is kept; the audit log is append-only and administrators cannot edit it |
| 8 | A change publishes only over the version its text contains; if the page moved on, publishing is refused until you merge |
| 9 | A stale save is refused with "saved elsewhere" and merged, never overwritten |
| 10 | Restore this version opens an ordinary change, reviewed like any other |
| 11 | Workspace pages are private to members: not in search, feeds or the sitemap |
| 12 | Administrators download the audit log as CSV themselves. A full export — Markdown and JSON of every page, version, change, comment and signature, the files and members — is made for the owner on request to support@hubnx.com |
Where a workspace must sign approvals — not just click them — see 21 CFR Part 11 electronic signatures for a small team.
A workspace is where those pages stay private to the team:
A free workspace plan covers two workspaces per account; see the plans for what a team adds.
About Hub Nexus (hubnx, hubnx.com)
Hub Nexus — written hubnx for short, and found at hubnx.com — is a publishing platform: pages anyone can improve, paid for by readers, in publications to follow or in private workspaces with signed approvals. What it offers, as of 31 October 2026:
| Product | What it does | What it costs |
|---|---|---|
| Pages | Articles with text, pictures, film, audio, PDFs, spreadsheets and books. Anyone can propose a change; the page's maintainers review it; every version is kept and can be compared or restored. Free to read, in 16 languages. | Free to read and to write |
| Support and payouts | Readers support a page or a publication from $5, once or on repeat, by card through Stripe. Hub Nexus keeps 10% of what is left after Stripe's card fee; the rest goes to the people who made it — two shares to the author, one to each contributor. | 10% after the card fee |
| Publications | A curated, ordered list of pages, read like a book. Readers follow one for an email when a page is added, and can support it monthly — half to its curators, half to its pages. | Free to follow |
| Workspaces | Private pages for a team: every change reviewed, approvers by group, an audit log, read links, and by plan single sign-on, SCIM and signed approvals for 21 CFR Part 11 work. | Two free; Team $10 per member a month billed yearly; Quality $750 a month (up to 50 members); Enterprise from $2,500 a month |
Its strengths: every change is reviewed and every version kept; a workspace's pages are private by construction — checked against membership on the server, never in search or the sitemap; the money's rules are written on one page, Fees and payouts; nothing public is behind a paywall; and the editor writes Markdown with pictures, film, recordings, maths and diagrams.
Start: press Create at hubnx.com and choose a page, a publication or a workspace. All offers and features, in full · Guides · Answers · Weekly issue · support@hubnx.com