Google Sheets recently introduced a powerful new approvals feature that streamlines document review and oversight. With approvals, you can easily request reviews, track status, and ensure important files have been signed off by the right people before sharing or finalizing.
This guide will walk you through the step-by-step process of creating and submitting an approval request in Google Sheets, making collaboration smoother and more secure for your team.
Accessing the Approvals Feature
Open your Google Sheet and ensure you’re signed in with the appropriate account. Head to the File menu at the top of your screen. Click on Approvals. This will open the approvals sidebar and options for your document.
Creating a New Approval Request
Choose to Make a Request. This action lets you initiate the approval process and send a request to have your sheet reviewed by someone else. You can specify who needs to approve this document, making sure only the right person—such as your manager, HR, or another relevant individual—sees the approval request. Enter the approver's email address in the designated field at the top of the sidebar. Once the email is entered, proceed to the next step. Type in your message for the approver. This message can explain what you need them to review or any specific instructions they should follow. Double-check your message to ensure it's clear and informative. Add the due date for the approval so the reviewer knows when it’s required by. This keeps your workflow on schedule and sets clear expectations. For example, you might want the sheet approved by a certain day, like Friday. Or, set a specific time for the deadline, such as 8 PM. Review the information you entered before submitting your request.
Setting File Permissions for Approvers
Decide if you want to Lock the File during the approval process. Locking prevents any edits until approval is complete, ensuring the document remains unchanged. Alternatively, you can Allow Approvers to Edit so they can leave comments, suggestions, or feedback directly within the document. This can be helpful if collaboration is needed before approval.
Sending and Managing Your Approval Request
Once you've confirmed all the details, hit the Send Request button to submit your approval request. If you haven’t entered an email address, you’ll see a message indicating the request cannot be sent. Make sure all required fields are filled out to proceed. After submitting, the approval request will be sent to the approver. They’ll be notified and can review your document, leave feedback, and confirm when everything is good to go.
Tips for Effective Approvals
- Always check that you’ve entered the correct email address for your approver.
- Use the message field to clearly explain what needs approval and mention any areas that need special attention.
- Set realistic deadlines and due dates so your workflow remains on track.
- Decide whether to lock the file based on your needs; lock for security, or allow edits for collaborative feedback.
- Track the status of the approval in Google Sheets—notifications and status indicators will help you stay up to date on what’s been approved and what’s still pending.
Common Use Cases for Approval Requests
- Getting management sign-off on a financial spreadsheet before sharing with a larger group.
- Having HR review and approve personnel-related documents securely.
- Requesting approval from a project lead before distributing project plans or updates.
- Ensuring critical information is reviewed by the appropriate stakeholders before finalizing.
- Managing collaborative edits and comments during the review process while keeping the document history clear.
Conclusion: Streamlining Workflows with Approvals
Google Sheets’ approvals feature is designed to bring more structure and accountability to your collaborative documents. By making it easy to request, track, and complete approvals directly within your files, you keep sensitive information secure while ensuring everyone stays on the same page.
Now that you know how to navigate the approvals process, try incorporating this feature into your regular workflow for smoother, more efficient document management.
