Document Approval Workflows let you set up an approval step before certain users can send documents to clients. This builds on top of your existing user permissions setup, so if you already manage roles and permissions, you'll find this familiar to configure.
This is useful for teams where some users (like newer team members or reps) need a second set of eyes before a document goes out, like checking billing details, pricing, or other details for errors before it reaches the client.
With Conditional Approval, you can take this further by setting a maximum discount amount and price total for a role. Approval is only triggered when a user hits one of those thresholds, so a manager isn't stuck approving every single document, just the ones where a discount or total exceeds a certain value.
How It Works
Once a role is set up to require approval, any user assigned that role must request approval before they can send a document. They pick an approver (or approvers), add a comment explaining what needs to be reviewed, and submit the request.
The approver gets an email notification and can review the document directly in the editor, leave their own comment, and approve it. Once approved, the original user is notified by email and can go back in, review the approval comment, and send the document to the client.
Users can still make edits to a document after it's approved, whether that's a final tweak before sending, or a change needed after it's already gone out to the client.
With Conditional Approval turned on, you can set a max discount amount and a max price total for a role. If a user assigned to that role creates a document that hits either threshold, it automatically triggers an approval request. If you leave these fields blank, every document from that role will require approval, just like the standard workflow.
Step-by-Step Instructions
Setting Up Approval for a Role
- Go to Users, Roles and Permissions.
- Create a new role or edit an existing one.
- Under Documents, find Document Approval Request and turn it on.
- Assign the approver(s) who'll be responsible for approving documents for users with this role.
- To set conditions instead of requiring approval on every document, enter a max discount amount and/or a max price total. Leave these fields blank if you want every document to require approval.
- Select Save.
- Go back to Users, find the user you want to update, and change their role to the one requiring approval.
Requesting Approval (As a User)
- Open the editor and create a document from a template.
- Edit the document as needed: add sections from the library, attach a PDF, link the CRM contact, and make any other changes.
- Click Request Approval.
- Add a comment explaining what you'd like the approver to check (for example, "check billing for errors").
- Submit the request. The document will now show a Waiting Approval status, and you won't be able to send it until it's approved.
You can continue working on other documents while you wait; the document will remain in this status until reviewed.
Reviewing and Approving (As an Approver)
- You'll receive an email notification when a document is waiting on your approval.
- Click through to review the document, and it'll open in the editor.
- Click Approve Request.
- Leave a comment (for example, "Looks good").
- Click Approve.
After Approval (As a User)
- You'll get an email notification once your document is approved, including the approver's comment.
- Go back into the document and refresh to see the updated Approved status.
- From there, you can go ahead and share the document with your client.
Key Features and Benefits
Built on Existing Permissions
Document Approval Workflows work through your current roles and permissions setup, so there's no separate system to learn or manage.
Conditional Approval
Set a max discount amount and price total for a role, so approval is only triggered when a document crosses one of those thresholds. This means a manager doesn't have to approve every document, just the ones where a discount or total exceeds a certain value.
Email Notifications
Both users and approvers get notified by email at each step: when approval is requested and when it's approved, so nothing sits waiting without anyone knowing.
Comments at Every Step
Users and approvers can leave comments when requesting or granting approval, making it easy to flag specific things to check or confirm everything looks good.
Flexibility to Keep Working
Users aren't blocked from other work while waiting on approval; they can keep creating and editing other documents in the meantime.
Edits After Approval
Approval doesn't lock a document down. Users can still make changes after approval, whether before sending or after the document has already reached the client.
FAQs
Do I need to set up anything special to use this feature?
Yes, it builds on your existing user permissions. You'll need to turn on Document Approval Request under a role in Users, Roles and Permissions, and assign at least one approver.
Can I send a document while it's waiting for approval?
No. Once you've requested approval, the document sits in a Waiting Approval status and can't be sent until it's approved.
How will I know when my document is approved?
You'll get an email notification, and you can also check the document's status directly in the editor; just refresh to see the update.
Can I still edit a document after it's approved?
Yes. You can make final tweaks before sending, or edits after it's already been sent to the client.
What if I have multiple approvers assigned?
You can assign more than one approver to a role when setting up the Document Approval Request permission.
What happens if I leave the discount and price total fields blank?
Every document from that role will require approval, the same as the standard approval workflow.
What triggers an approval under Conditional Approval?
Approval is triggered if a document hits either the max discount amount or the max price total you've set for that role, whichever comes first.