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# Approval of submittals / documents

## Overview: file submittal approval

Approval of files in the Files module adds an approval status column to selected folders so teams can track submittals such as shop drawings, equipment specs, Operations and Maintenance manuals, and other formal documents.

Approval settings are not inherited by subfolders.

* Your role must be **Manager** or **Admin** to activate the feature.
* You can find the menu at Files module - **menu** - **folder structure** - enable **Approval of submittals**.
* This adds approval statuses to files in the selected folders and logs who changes them.

|| Only users with the project role Manager or Admin can activate this feature.

## How to activate and use submittal approval

1. Open the **Files** module from the left-hand menu.
2. Open **menu** and select **folder structure**.
3. Enable **Approval of submittals** for the folder.
4. Click the folders you want to activate.

![Screenshot: Approval of submittals - enable the approval flow](https://storage.crisp.chat/users/helpdesk/website/-/e/a/2/c/ea2cfd7bb6130800/image_xau0g9.png)

5. Customize approval status names and colors if needed.

![Screenshot: Approval of submittals - approval status options](https://storage.crisp.chat/users/helpdesk/website/-/e/a/2/c/ea2cfd7bb6130800/image_1ejrs6y.png)

6. In the Files list, use the **Approval** column to set status on each file.

![Screenshot: Approval of submittals - Approval column in Files](https://storage.crisp.chat/users/helpdesk/website/-/e/a/2/c/ea2cfd7bb6130800/image_505ybw.png)

### Assign users or user groups
1. Assign a specific person, a user group, or both to the approval workflow.
2. Confirm that only those assignees can change approval values when assignment is set.

### Add multiple approvals
1. Add additional approval steps as needed, for example Design approval, Cx-team approval, Owner approval.

### Video guide

${frame}[Onboarding: Creating a template](https://www.loom.com/embed/55a7a1d99f544c19957e6eb17ce7af7a)

## Results: submittal approval

* Every uploaded file in an enabled folder shows an approval status dropdown
* Only assigned users or user groups can change status when assignment is configured
* Approval actions are logged and visible to project users
* The setting applies only to the selected folder

## Troubleshooting: submittal approval

| Problem | Cause | Solution |
|---|---|---|
| Approval dropdown not visible | Approval is not enabled on that folder | Open folder structure and enable **Approval of submittals** for the folder |
| Cannot change file status | You are not assigned as an approver for that workflow | Ask a project **Manager** or **Admin** to assign you or your user group |
| Approval missing from subfolders | Settings are not inherited | Enable approval manually on each subfolder |