SpotDraft allows you to request approvals even if those approvals are not set up in the workflow. This guide explains how to create and set up these ad-hoc approvals.
Why Use Ad-Hoc Approvals?
Ad-hoc approvals can be useful in situations where you need to:
- Gather approvals for unexpected circumstances: There could be exceptional circumstances where you require approval from appropriate stakeholders.
- Request specific sign-offs: You may need to get a quick sign-off from a particular user or team who was not part of the original workflow.
How to Set Up an Ad-Hoc Approval:
- Go to the Approvals Section in Contract Summary:
- Click on the "Manage" button at the top of the contract summary.
- This will reveal a section labeled "Approvals" on the left side of the screen.
- You'll see different sections for pre-send approvals, pre-sign approvals, and ad-hoc approvals.
- Create an Ad-Hoc Approval:
- Click the "Create Ad-hoc Approval" button at the bottom of the "Ad-hoc approvals" section.
- This will open a side panel.
- Enter Approval Details and Save:
- In the "Add Ad-hoc Approval" window add the following details:
- Approval Name: Provide a descriptive name for the approval.
- Approver: Select the approver (team or user) from the dropdown list.
- Add Note: You can add an optional note to be included with the approval request. This note will be sent to the approver when the request is sent out.
- Click "Save" to create the ad-hoc approval. SpotDraft will confirm that the approval has been created successfully.
- In the "Add Ad-hoc Approval" window add the following details:
- Send for Approval:
- You can either "Send for Approval" or "Cancel" the ad-hoc approval.
- Clicking "Send for Approval" will trigger the approval process, sending the request to the approver you selected.
Editing Approval Details:
- To edit an ad-hoc approval, click the "Edit" button located next to the approval name in the "Ad-hoc approvals" list.
- This will allow you to update the approval name or change the approver.
- When you save your edits, SpotDraft will send a notification to the new approver requesting their approval. The original approver will also receive a notification that their approval has been reassigned.