This article explains how to review and act on an approval request you've been assigned — from the notification email through to approving or rejecting the submission.
Audience & intent
Audience: Approver (anyone included as a step in an approval workflow).
Intent: Understand how to review the details of an approval request and record a decision.
Prerequisites
Before you begin, make sure you have:
- An approval request assigned to you (you'll be notified by email).
Step 1: Review the email and open the request
When you're included on an approval submission, the system sends you a notification email. The email includes everything you need to understand the request at a glance:
- Request summary — submitter, submission type, total value, date submitted, related entity, and duration.
- Additional information — details specific to the related entity, such as department, contract type, vendor, contract owner, and contract manager.
- Submitter notes — any comments the submitter added when they submitted the request.
- Workflow progress — a list of approvers in order, showing who's Pending, Upcoming, or has already actioned the request.
To open the request, click Review & Make Decision in the email, or the Click here to access Approval Record link. Both take you to the same submission record in system.
Step 2: Review the submission
The submission record shows the full detail of the request, including who submitted it, when, the submission type, value, duration, and any notes. Review this information carefully before making a decision.
Step 3: Ask a clarification (optional)
If you need more information before deciding, use the Questions / Clarifications section on the submission record. Select + to open the communication window.
Add your comment and any attachments, then select Submit and notify. The submitter is notified whenever a comment or attachment is added to this section, and their response will appear in the same thread.
Step 4: Approve or reject the submission
Once you've reviewed the request, record your decision:
- Add any notes to explain your decision (optional but recommended, especially for a rejection).
- Select Approve or Reject.
Results
After you submit your decision:
- Approve — the submitter is notified, and the submission moves to the next approver in the workflow. If you're the final approver, the submission is marked complete.
- Reject — the submitter is notified and must review your notes, make any required changes, and resubmit the request for approval.
Limits & notes
- Only the approver assigned to the current, pending step can action a submission.
- Once a decision is submitted, it can't be undone.