Customer PlaybooksApproval Workflow — Customer Playbook

Approval Workflow — Customer Playbook

For AdtoSign Customers | How to use the maker-checker approval workflow for signature and banner changes

For AdtoSign Customers | How to use the maker-checker approval workflow for signature and banner changes

What the Approval Workflow Does

The approval workflow is a maker-checker system for signature and banner changes. When enabled, non-approvers (makers) can propose changes, but those changes don't go live until an approver (checker) approves them.

Key Capabilities

  • Maker-checker process: Propose changes without affecting live signatures
  • Scope-aware approval: Approvers only see requests in their scope
  • Self-approval prevention: Users cannot approve their own changes
  • Full payload storage: The entire proposed entity state is stored for review
  • Plan-gated feature: Available on plans that include approval workflow

Getting Started

Check If You Have Approval Workflow

Approval workflow is a plan-gated feature. Check with your AdtoSign admin or look for the Approvals page in your sidebar.

Configuring Approvers

  1. Go to Settings > Team
  2. Find the team member who should approve changes
  3. Edit their permissions
  4. Enable the "Approve" permission for Signatures and/or Banners
  5. Save

How It Works

For Non-Approvers (Makers):

  1. Edit a signature or banner
  2. Save changes
  3. Get "Pending Approval" message
  4. Changes are queued — live signature is NOT changed
  5. Track status in the Approvals page

For Approvers (Checkers):

  1. Go to Approvals page
  2. Review pending requests
  3. See the full proposed change
  4. Approve: Changes go live and trigger recompilation
  5. Reject: Changes are discarded
  6. Request Changes: Maker gets feedback

Managing Pending Requests

Viewing Pending Requests

  1. Go to Approvals in the sidebar
  2. See all pending requests with:
    • Entity type (Signature or Banner)
    • Requester name
    • Date submitted
    • Proposed changes preview
  3. Filter by status (pending, approved, rejected)

Approving a Request

  1. Click on a pending request
  2. Review the full proposed change (payload preview)
  3. Click Approve to apply the change
  4. The live signature/banner is updated
  5. Recompilation is triggered automatically
  6. Users see the updated signature within 5 minutes (add-in cache TTL)

Rejecting a Request

  1. Click on a pending request
  2. Review the proposed change
  3. Click Reject
  4. The change is discarded — live entity unchanged
  5. The maker is notified

Cancelling Your Own Request

  1. Go to Approvals page
  2. Find your pending request
  3. Click Cancel
  4. The request is withdrawn

Troubleshooting

My Changes Aren't Going Live

  • If approval workflow is enabled, your changes need approver approval
  • Check the Approvals page for your pending request
  • Contact your admin if no approvers are configured

I Can't See Pending Requests

  • Verify you have the Approve permission (Settings > Team)
  • Check if your scope covers the entity type
  • Contact your admin to verify your permissions

I Can't Approve My Own Changes

  • This is expected behavior — self-approval is prevented
  • Ask another approver to review your changes

Best Practices

  1. Designate multiple approvers: Don't rely on a single approver (bottleneck risk)
  2. Set clear approval SLAs: Define how quickly approvers should review requests
  3. Use for brand consistency: Require marketing/IT approval for signature changes
  4. Train your team: Ensure makers know their changes need approval
  5. Review regularly: Check the Approvals page daily for pending requests
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