The Approval Activity screen provides the User with information about the current Approval request and the tools to process it.


The Approval Configuration setting 'Open activity by default when entity is viewed' controls if this screen automatically opens if you are the current Approver for the request.


Go to: Configuration: Approvals => Approval Configuration =>'Open activity by default when entity is viewed'.  When set to 'Yes' will cause the screen to open automatically.



For this example we will be using a Contract Document Approval request to show all aspects of the screen.


If the Approval Activity screen is not set to open automatically click the [Approval Activity] option on the record.  This option will appear if you are the current Approver.



You will be able to Approve / Reject using the buttons in this screen.



If you are not part of the Approval request but are the Submitter then access will be within the [...] option.



You will not be able to Approve or Reject but as the Submitter you will be able to Cancel, Edit or Send a Notification reminder.



If you are not part of the Approval request but are an Admin then access will be within the [...] option on the top right of the record giving you an [Approval Activity as Administrator] option.



As as Administrator you will be able to Approve / Reject on behalf of someone.  You will also be able to Cancel, Edit or Send a Notification Reminder via the [...] option in the screen.



If you are part of the Approval request and are also an Admin the access will be in two places:


  • The [Activity Action] button will appear on the top right of the record for your actions as an Approver.
  • In the [...] option, the [Approval Activity as Administrator] option is available for your actions as an Admin



Actions as an Approver and Actions as an Admin are different, the process and Transaction History will record the action based on the option you have selected.


If you are not part of the Approval request but are the Submitter and also an Admin


  • In the [...] option, [Approval Activity] option is available for your actions as the Submitter for your actions as a submitter
  • In the [...] option, [Approval Activity as Administrator] is available for you actions as an Administrator 



Actions as an Submitter and Actions as an Admin are different, the process and Transaction History will record the action based on the option you have selected.


If you are not part of the Approval request but have been allowed read access to view the screen access will be within the [...] option on the top right of the record.  



You will be able to view the Approval information but not action anything.


The Approval Activity screen has 3 tabs of information. Details, History and Approval Progress


The Details tab will display all the Approval request details such as the Start Date, Duration, Submission Note and in the case of Contract Document Approvals, it will list all the documents within the record.



The History tab will detail all Transactions for the Approval request to date, including who has Approved, who is next and any Approval Notes that were entered.



The Approval Progress tab will display the flow screen so give a visual idea of the status of the Approval.  There are various features in the screen:


  • Any completed approval steps will be greyed out with a green tick
  • If you hover over these steps then a pop up will appear with the approval details
  • Any current steps will have an orange icon
  • All non completed steps will be active
  • If you hover over any active step then flow link lines will highlight where the steps are linked (pervious and next)
  • The screen has a zoom feature to allow you to focus in on specific steps or out to view all steps in the approval.  
  • The screen can also be expanded into a full screen for easier viewing
  • Use the collapse button to close the flow screen back to previous size.



Editing Documents during an Approval


If you are sending a Document approval then all the attachments in the selected record will be listed.  If your Approval config has been set to allow edits during an Approval you will see both and [Edit] and [Download] buttons on editable documents.



Use the [Edit] button to open up the attachment in the online Editor.



If you do make edits to the file, when you [Save and Close] the editor then a save file versioning screen will appear.  Add your version change comments and click [Save].



The [Approval Activity] screen will then update with your new version and the date of the update.



If you wish to [Edit] a pdf attachment, then the system will automatically convert the pdf into a word document for editing.  A pop up message will appear asking if you wish to continue with the conversion.



When [OK] is clicked then a conversion message will appear, once converted the file will open in the editor.  



Make your edits and [Save and Close] the Editor, the versioning screen will appear for you to add your comments.


After editing the now Word file it can be converted back into a pdf if required.  This convert option is available in the [...] attachment options at the end of each file.  


The attachment options will also allow you to do everything you normally can to an attachment such as Rename, Replace, View the version history  etc. 



If you do not wish to edit the file then you can use the [Download] button to obtain a current copy for review.  


If you do not wish to download a copy of the file then you can close the Approval Activity screen and use the normal document preview screen to see the document instead.




For more information about each of the options in this list please refer to this article: https://support.intelligentcontract.com/support/solutions/articles/22000266943-attachment-options


After you have reviewed all the Documents then press the [Approve] or [Reject] buttons to complete the approval request.