The feature is currently in early access mode and is available by request only. Please contact our Support team to enable this feature for your account.
Overview
The Approval step is a workflow component that lets you build internal approval processes directly into your document workflows. Instead of requiring approvers to open a signing session or log into the platform, the Approval Step sends an email with Approve and Decline buttons, allowing decision-makers to act on requests instantly from their inbox.
This streamlines approval cycles, reduces bottlenecks, and ensures documents move through your organization quickly before being sent externally for signature.
Common use cases
The Approval Step is ideal for scenarios where internal sign-off is needed before a document goes to an external party. Common use cases include:
Quote and proposal approvals - Get internal approval on pricing, discounts, or deal terms before sending a quote to a customer.
Contract review workflows - Route contracts through legal, finance, or management for approval before external distribution.
Tiered approval chains - Set up sequential approvals where each step depends on deal size, discount level, or other document data.
Budget and expense approvals - Require manager or department head sign-off on purchase requests or expense reports.
Compliance and regulatory sign-off - Ensure required internal reviews are completed and documented before finalizing agreements.
How to add an Approval step
To add an Approval step to your workflow:
1.Open your workflow in the editor;
2. Click the + (Add New) button where you want to insert the approval.
Configuring the Approval step
Click the gear icon or the step name to open the Approval configuration panel. The configuration includes the following sections:
1. Name
Give your Approval step a descriptive name (e.g., Manager Approval, Finance Review, or VP Sign-Off).
2. Recipient
2.1. Specify who should receive the approval email. You can set the recipient using:
Email addresses - enter a specific email address directly;
Groups - select a predefined group of recipients.
Document field placeholders - dynamically pull the recipient email from a field in your document.
2.2.You can personalize the approval email that the recipient receives. The email will always include the Approve and Decline buttons regardless of your customization.
2.3.Enable the Attach documents to email toggle to include workflow documents as attachments in the approval email. You can select which documents from the workflow to attach, giving the approver direct access to the materials they need to make their decision without needing to open the platform.
3.Conditions let you control when the Approval step is triggered. You can set rules based on data in the workflow documents to determine whether the approval email should be sent.
More information about the conditions setup can be found in this article.
The Approver experience
The recipients of the Approval step will receive the following email notification.
In addition to email, approvers can also review and make their decisions directly within the platform by navigating to the Inbox tab, where all their assigned documents are listed.