Online PDF Document Approval Workflow

You can request feedback on PDF files that are linked to an order. This is typically used for drawing/design approvals or similar interactions. 

First select the mail button for any files you would like to email, this can include any files, not just pdf files you want to request approval on.

Once there is one or more pdf files selected, the Email Select File Links button will be shown. Click this to edit the email and send the files.

1. Ensure that a recipient, subject and message are completed

2. Tick the checkbox for any files that you would like the customer to approve

3. Click Send to send the email

A note is added detailing the files that have been emailed and to whom. Also, any files that you have requested approval for will include a question mark icon meaning you are waiting for feedback. Mousing over this icon shows a popup with more information.

The customer receives an email with the links

Clicking on the link opens an approval page allowing markup of the pdf and addition of notes. Here the customer can add any comments and details required and select Request Changes.

A confirmation message is shown to the user.

Both the user and original sender also receive a confirmation email

What happens when the customer responds

When the customer approves or requests changes, their response comes straight back onto the order:

• If the customer marked up the PDF, the marked-up copy is attached to the order automatically — and it supersedes the proof it was created from. The files panel shows the customer's returned file as the current version, with the original proof kept in its version history.
• The file's status icon updates — a green tick for approved, or a changes-requested indicator — and mousing over the icon shows the details.
• The requester and the order's account manager receive an email and an in-app notification with the reviewer's comments; the whole exchange is also logged in the order notes.
• If the customer doesn't respond, an overdue-approval notification is raised after the configured number of days (3 by default).

Sending a revised proof

To send another round, upload the corrected proof to the order. If you keep the same file name, M-Power offers to supersede the previous proof (keeping it in the version history); or use the Upload Revised Version button on the file row. Then re-send for approval using the same process.

Every round — each proof, each customer markup, who it was sent to, and each approval outcome — is kept together on the file's version badge (e.g. v3). Click the badge to open File History and see the full trail. See File versions and approval history on orders and quotes for details.