How to Set Up Document Approvals in Google Docs

Google Docs approvals help teams manage document changes and ensure everyone is on the same page. In this article, you'll learn how to set up approval workflows, track responses, and handle multi-person reviews without unnecessary complications. We also discuss a popular alternative to streamline complex approvals.

Setting Up Document Approvals in Google Docs

If you're looking to formalize your content approval process directly within Google Docs, follow these steps:

1. Initiate the Approval Process:
2. Access the Doc: Open your Google Doc and click the "Share" button in the top-right corner to ensure all potential approvers have at least "Comment" access.
3. Find the Approvals Option: Click the three-dot menu (more options) in the top-right and select "Approvals."
4. Create a Request: Click on "Create approval request."
5. Configure Your Approval Request:
6. Title: Enter a clear title, for example, "Final content approval for June social posts."
7. Description: Include specific instructions and deadlines—for instance, "Please review and approve by Friday, June 10."
8. Add Approvers: Type in the email addresses of the people who need to approve the document.
9. Transparency Option: Decide if you want approvers to see each other's decisions, which can help with transparency.
10. Submit your Request:
11. Click "Send," and your approval request will be dispatched.

Note: Google Docs does not lock the document during the approval process, meaning that edits can still be made while approvals are pending. Plan to communicate with your team to avoid confusion over changes made after an approval has been given.

Tracking Approval Status

Once your document is in the approval phase, it's important to know who has approved it and who hasn't.

1. Access the Approval Status:
2. Open the document and click the three-dot menu at the top-right.
3. Select "Approvals."
4. You will see the current status of your approval request and a list of approvers indicating their status as Pending, Approved, or Rejected.
5. Send Reminders if Needed:
6. If some approvals are still pending, you can follow up by:
   • Sending direct messages with the document link.
   • Adding a comment in the document and @mentioning the specific approver.
   • Using the "Remind" button available in the Approvals panel.

For teams handling multiple client documents or projects, setting up a simple tracking spreadsheet that logs document links, due dates, and approval statuses can provide additional clarity across your workflows.

Managing Multi-Person Approval Workflows

When several stakeholders must review and approve a document, a structured workflow is essential. Here are some tips for managing multi-person approvals in Google Docs:

1. Adding Multiple Approvers:
2. Include all necessary reviewers by entering their email addresses during the approval setup.
3. Manual Sequencing:
4. Since Google Docs does not support sequential (or tiered) approvals, specify the order manually in your description. For example, you might state:
   • "Please approve in this order: 1) Jane, 2) Mark, 3) Client."
5. Consider using a color-coded comment system or a shared calendar to signal whose turn it is to review.
6. Enhance Collaboration:
7. Clear communication is key. Make sure all approvers understand their role and the expected turnaround.

Exploring Alternatives: CloudCampaign

For agencies and teams with more complex approval needs—especially in social media content—the basic tools in Google Docs might feel limiting. While Google Docs provides a solid foundation, you might benefit from a specialized tool like CloudCampaign.

Advantages of CloudCampaign include:

• Visual Previews: See exactly how your social posts will appear on each platform.
• Automated Reminders: Reduce manual follow-ups with automatic notifications for pending approvals.
• Sequential Approval Workflows: Establish clear approval stages (e.g., junior staff → manager → client) that Google Docs doesn't natively support.
• Efficiency Gains: Streamline the process with features designed for rapid client feedback and post scheduling.

For agencies managing multiple client accounts, moving to a solution such as CloudCampaign can lead to significant improvements in turnaround times and process clarity. Additionally, if your team handles creative assets, consider exploring their creative approval software to streamline complex approval workflows.

Final Thoughts

Navigating document approvals in Google Docs can be straightforward when you know where to find the right settings and how to manage multi-person workflows. By combining these built-in tools with clear communication and supplementary tracking systems, you can create a robust approval process tailored to your team's needs.

While Google Docs is ideal for many, if your approval workflows become increasingly complex, consider exploring dedicated tools like CloudCampaign to streamline your process further. This combination of clear instructions and the flexibility to incorporate specialized tools will help you maintain an efficient and transparent content approval system.

Happy collaborating!