What's changing
Previously we launched a new beta that allows you to request and review formal approvals on Google Docs, Sheets, and Slides, and now we are rolling out that ability to more users. Once requested, approvers can approve, reject, add comments, or edit the document in response. All of this can be done without leaving the secure environment of Google Workspace.
Requesting an approval on a Google Doc
Who’s impacted
Admins and end users
Why you’d use it
Securing document approvals can be difficult when collaborating with multiple stakeholders and competing priorities. This feature makes it easy to secure those approvals and see who has approved them.
This feature also ensures that when edits are made to a document, all reviewers are notified and the latest version of the document is re-approved. It also ensures that once all reviewers have provided their approval, the file locks and cannot be edited, securing the integrity of your document.
We hope this feature streamlines the workflow needed to secure approvals on contracts, legal documents, and other situations where formal approval is required.
Additional details
Once a document is sent for approval, reviewers get email, browser or Google Chat notifications, based on where they have selected in Google Drive’s web settings to receive notifications. They will then receive a link they can follow directly to the document.
If you set a due date, your reviewers will receive email reminders that their approval is needed or past due. You’ll also be able to prevent any user from editing the item’s content or leaving comments and suggestions by choosing to lock the document.
Note: Documents by default will remain unlocked until they are fully approved.
If you request approval from multiple people, the document is considered approved once all reviewers approve the file. If an edit is made during the approval process, all reviewers will need to re-approve the latest version of the file and will receive email notifications in those instances. The document approval request is rejected for all reviewers if a single reviewer rejects the file.
Once all reviewers approve the document, the file will be locked. Locked files can't be edited until they're unlocked or approved. Unlocking the file cancels the current approval request.
Getting started
- Admins: This feature will be ON by default and can be disabled at the domain level or managed per group/OU. Visit the Help Center to learn more about Managing Approvals
Enabling the approvals feature in the Admin console
- End users: Users can manage Drive notifications in Approvals under Drive settings. Visit the Help Center to learn more about Getting approvals on files in Google Drive.
Rollout pace
Admin setting
- Rapid Release and Scheduled Release domains: Full rollout (1–3 days for feature visibility) starting on November 8, 2021
Note: While the Admin console setting will be visible and configurable, your setting will not be enforced until November 15, 2021
End user feature
- Rapid Release domains: Extended rollout (up to 15 days for feature visibility) starting on November 15, 2021
- Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on November 24, 2021
Availability
- Available to Google Workspace Essentials, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Plus, and Nonprofits, as well as G Suite Business, G Suite Enterprise, Drive Enterprise, G Suite for Education, G Suite Enterprise for Education, and G Suite for Nonprofits
- Not available to Google Workspace Business Starter, Education Fundamentals, Education Standard, Frontline, and G Suite Basic customers
- Not available to users with personal Google Accounts
Resources
Roadmap
- This feature was listed as an upcoming release.