Ask for approval on the exact version
Sign-off from people on or off the board, pinned to the version they saw.
Ask one or more people to approve a task and the files that go with it.
- Open the task and choose Ask for approval.
- Add who approves. Editors and admins can add people outside the board by email.
- Choose how: everyone must approve, any one person, or one after another.
- Tick the files to approve: files attached to the task, and Write docs, Grids, Decks or files from Drive.
Each file is pinned to the version it has now. For Write docs, Grids and Decks a named version is saved in the file's history, so anyone can see exactly what was approved. If a pinned file changes after approval, the task says so straight away, the approval no longer counts for columns that need one, and you can Ask again. That includes changes made for you, such as a rule or a Collect response adding a row to a pinned Grid, and a pinned file that is deleted, replaced with a new upload or moved to the trash: a new version was never approved.
People on the board decide in the task, or straight from a Vire when a link to the task is shared in a chat: the task card there shows Approve, Changes and Reject to whoever's turn it is. People outside get an email with a private link that shows the pinned versions, and they decide by typing their name. They can also reply "Approved" or "Rejected" to the email. The link shows the files only while it is their turn, for up to 14 days; after they answer, or if the request is cancelled, it only says where things stand.
Pinning a Drive file does not share it with everyone on the board. The people asked to approve see the pinned version; others on the board see it only if they can open the file in Drive.