Using Internal Approvals

Once Internal Approvals are configured, you can begin using them to improve collaboration.

When a Documill document is generated, the "Request Approval" button will appear if any of the defined criteria evaluate to True. If email generation is enabled, an additional "Email" button will also be available, allowing both the approval requester and approvers to review the email.

Sending a Document for Approval

To submit a document for internal approval, click the "Request Approval" button on the document, email, or PDF screen. If the approval is sent successfully, a confirmation screen will appear, informing the user of the outcome and offering two options: return to the document or exit to the Salesforce record.

Once the document is sent for approval, its status will update to "In Review." While in this status, the document owner can withdraw it from the approval process if this option is enabled in the template. The owner can also view the document and email, along with a status report detailing the document’s progress so far.

Approving the Document

After the approval is submitted, the approver(s) will receive a Chatter notification in Salesforce, alerting them that a document is ready for review. The notification’s heading will include a link to the document, allowing the approver(s) to access it quickly.

Clicking the document link will display the documents awaiting approval for the approver. Using the top toolbar, the approver can approve or reject the document and, if included in the approval process, view the associated email.

If the approver approves the document, a confirmation screen will appear, confirming that the document has been successfully approved. From there, they can either click "Exit" to return to Salesforce or go back to the document. The approved document will also be saved to the related record in Salesforce.

Simultaneously, if enabled in the settings, a new Chatter notification will be sent to the approval requester and the approver(s).

When a document is rejected, its status will update to "Approved." If the settings allow, the document owner can revert the approved document to a draft and restart the approval process.

Rejecting the Document

If the approver chooses to reject the document, they must provide a reason for the rejection. This reason will also be included in the chatter notification sent to the approval requestor.

When a document is rejected, its status will update to "Rejected." If the settings allow, the document owner can revert the rejected document to a draft and restart the approval process.