FAQ: File approval

The file approval workflow adds another layer of control in the file management area. It allows you to request one or more people in the current project to approve a file.

For example, you might ask your manager to approve a draft for a contract, or ask a client to approve the layout of a document, and so on.

In Apollo, you can request the approval for a new file or for an existing one, check its approval status or filter the file list to exclude unapproved ones.

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You can request a file to be approved either when you’re uploading it or when you’re done uploading.

To enable the file approval for new file(s) in a project:

1. In the “Files” section of a project, click Upload files in the top right portion of the screen, then select the files to upload.
2. Activate the checkbox that says These files need to be approved. If needed, set additional options for the file approval.
3. Click Start upload.

To request the approval after finishing the upload:

1. Click the file name to open the detail view.
2. Find the Edit button in the upper portion of the page, then click it.
3. Activate the checkbox that says This file needs to be approved. If needed, set additional options for the file approval.
4. Click Save changes.

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The approval policy defines the rules to consider a file approved, when the people selected for approve it are two or more. The available options are:

1. One approval is enough: the file is approved when one of the selected people gives their approval.
2. All approvals are required: the file is approved when all the selected people have given their approval; until then, even with a partial approval from some members, the file is shown as “waiting for approval”.

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Apollo shows the approval status with a round check mark, like these:

• File is waiting for approval
• File has been approved

You can look for these check marks in the file list – either in the list or the card view – and in the file detail page.

Additionally, in the Overview section, clicking on Project activity will show you if a file has been approved by one of the selected people. The same information is also shown in the Activity section of a project.

Apollo also sends users an e-mail notification when a file gets approved.

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If you requested a file to be approved by two or more people, and selected All approvals are required as the approval policy, you can check out who has given their approval in the file detail page (click the file name to open it). In the right portion of this view, you’ll find an area showing the file approval status and the list of users who have given their approval, and when.

The most recent date is also when the file switched from “waiting for approval” to “approved”.

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