Request Approval Before Sending a Document

FAQ: Request approval before sending a document

What does "request approval before sending a document" mean?

This workflow option requires a designated approver (or approvers) to review and approve a document before it can be sent to recipients. It prevents documents from being sent until the required approval steps in the workflow are completed.

Why use approval-before-send in a workflow?

Requiring approval before sending helps enforce review, compliance, pricing, or legal checks. It ensures a second set of eyes verifies document content, pricing, signatures, or attachments before external distribution.

Who can be an approver?

Approvers are typically users who have been granted approval-related permissions or roles in the system (for example, managers, legal, or finance users). The exact approver assignment method depends on how workflows and roles are configured in your QuoteCloud account. For configuration details, see more information.

How does the approval process typically work?

When a document hits the step that requires approval, the system notifies the assigned approver(s). Approvers can then review the document and choose to approve or decline. The document remains blocked from being sent until an approval action is recorded, and the decision is logged in the workflow/audit trail.

How are approvers notified and how do they act on requests?

Approvers are usually notified via the platform notification system and/or email. They follow the link or the approval interface provided to view the document and then choose to approve or decline. Notifications, approval decisions, and timestamps are recorded for auditing purposes. For more details on notifications and approval handling, see more information.

What happens if an approver declines a document?

If an approver declines a document, the document will not be sent. The workflow records the decline and typically allows the originator to revise the document, reassign approvers, or cancel the request. The exact follow-up actions depend on your workflow configuration.

How can I see the approval status of a document?

Approval status is normally visible in the document’s workflow or approvals section. Status indicators show whether approval is pending, approved, or declined, along with who acted and when. Check the document’s activity/audit trail for timestamps and comments.

What happens after a document is approved?

Once the required approvals are recorded, the document moves to the next workflow step and becomes eligible to be sent according to the workflow rules. Depending on settings, the system may allow the sender to dispatch the document or proceed automatically.

Can approval steps be automated or escalated?

Workflows often support automation such as routing to the next approver, setting time-based escalations, or sending reminders. The availability and configuration of automation features depend on your workflow settings and account permissions. See more information for specifics available in your environment.

Where do I configure or change approval settings for workflows?

Approval settings are configured in the workflow configuration area of the user guide or admin settings. To review how approval-before-send is set up and how to edit approvers or rules, consult the workflow documentation for your account. For setup guidance, see more information.

References

- Request approval before sending a document: more information

- Workflows overview and configuration: more information

- QuoteCloud user guide home (general topics and navigation): more information