When you have a document, spreadsheet, or presentation you want your business to approve, Google Docs, Sheets, and Slides have you covered. Submit the approval request, optionally set a due date, and get the approval you need.
Note: The function is available for paid plans, including plans Workspace Business or Enterprise Essentials and above, Education Plus, Nonprofits, and G Suite above Basic.
Here are some basics on how approvals work in Google Docs, Sheets, and Slides.
- Reviewers are notified when you request approval. This can be an email, a notification from google-chat or a browser alert, depending on your notification settings.
- If you request approval from multiple people, everyone must approve the document for the process to be considered complete.
- When an approver makes edits, all reviewers will receive a notification to re-approve the document.
- If you include a due date in the approval request, reviewers are sent reminders for upcoming and past due dates.
- If one person rejects approval, the document is considered rejected by all reviewers.
- Once a document is approved, it is will block . You cannot edit the document unless you unlock it. This will cancel the current approval request.
Open the document you want to receive approval for in Google Docs, Sheets, or Slides. Click File > Approvals on the menu.
You will see the Approvals sidebar open on the right. Click on “Make a request”.
When the Request Approval window opens, enter the names of your contact list or the email addresses of those you want to review the document.
Optionally enter a message, set a due date, allow reviewers to edit, or lock the file before sending it. Click “Submit Request”.
Note: But previously shared the document with whom you want to review it, you will be asked to give them access to the document.
If an approval request is sent to you, you will see an Approval Pending message at the top of the document below the toolbar.
Before approving or rejecting, you can click on “See details”. This opens the Approvals sidebar where you can see the other reviewers, a due date if one was assigned, and the message included with the request. also can To comment that will be displayed in the Activity section at the bottom of the sidebar.
If edits are made to the document during the approval process, you can also see what they’re using in the sidebar. Under View Changes, use the dropdown box to view edits since last viewed or approved the document, or since the approval process began.
Use the Approve or Reject buttons in the message at the top of the document or in the sidebar when you’re ready. With each action, you can include a message if you wish.
As the applicant for approval, you can view the status of your application. A message appears at the top of the document, below the toolbar. You can also open the approvals sidebar by clicking File > Approvals in the menu or clicking “View details” in the message.
Just like reviewers, you’ll see all approval details in the sidebar with any activity at the bottom. And you can use the dropdown under View Changes to see any edits.
Once everyone approves the document, you will see a message that the file has been locked. This prevents further edits from being made to the document since it has already been approved.
When you open the document, you’ll see a new message at the top indicating that you’re viewing the approved version.
Click “View Details” to open the sidebar to review the activity. This information is displayed for both you and those who approved the document.
If you want to make changes to an approved document, select the Locked dropdown arrow at the top and click “Unlock File”. Remember, you’ll need to request approval again later, since you’re making changes.
You can start a new approval request in the sidebar after making your changes.
The ability to request document approval in Google Docs, Sheets, and Slides is a useful feature for all types of business documents. From legal documents to proposals and more, you can make sure the document has all the necessary stamps of approval.