Manage Approvals (beta)


Supported editions for this feature: Business Standard and Plus; Enterprise; Education Plus; G Suite Business; Essentials.  Compare your edition

Users can send documents in Google Drive through a formal approval process. Reviewers can approve, reject, or leave feedback on the documents directly within Drive, Docs, and other Google Workspace editors. You can use this process to get approval on a contract or new hire, approve changes for a document before publication, or other formal approval situations.

How it works

When a user sends a document for approval, approvers get email or Drive notifications about the request. If the user sets a due date, reviewers get email reminders that their approval is needed or past due. 

Approvers follow a link to the document where they can review, leave comments, and reject or approve the document. If a user requests approvals from multiple people, the document is approved once all reviewers approve the file. The file is rejected if a single reviewer rejects the file.  

After someone gives approval, the document is locked so that approvers see the same content. Locked files can't be edited until they're unlocked or approved. Unlocking the file cancels the current approval request.

For more details, refer your users to Get approvals on files in Google Drive

Sign Up for the Approvals beta

To sign up, fill out this form.

Control Approvals

As an administrator, you can control how your users and files take part in the approval process.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenGoogle Workspaceand thenDrive and Docs.
  3. Click Approvals.
  4. To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.
  5. To let users outside of the organization approve documents owned by the organization, under Allow approval requests on files owned by your organization, click On.
  6. To let users request approvals on files from outside of the organization, under Allow users in your organization to request approvals on files, click On.
  7. Click Save. If you configured an organizational unit or group, you might be able to Inherit or Override a parent organizational unit, or Unset a group.

Known issues

  • Users who are not a part of the approval beta can't interact with the approval system.
  • The Approvals beta does not support exporting your approvals data through Google Takeout.

S​end beta feedback

You can provide feedback directly in the product.

  1. Click Menu.
  2. Click Send Feedback
Was this helpful?
How can we improve it?

Need more help?

Sign in for additional support options to quickly solve your issue