Welcome to the world of technological advancements, where document sharing and editing has become a breeze, all thanks to Google Docs. As a tech enthusiast, you must be aware of its potential in simplifying workflows, especially when it comes to seeking approvals.
Today, we will delve into the art of requesting approvals in Google Docs – an essential skill to ensure a smooth collaboration experience while keeping track of document revisions.
Let our comprehensive guide help you sail through the seemingly complex process of approvals, and soon, you’ll be a Google Docs pro.
Getting Started with Google Docs
For the uninitiated, Google Docs is a cloud-based word processor that allows you to create, edit, share, and collaborate on documents in real-time. It eliminates the need to send large email attachments, making way for a more streamlined workflow.
The first step to requesting approvals in Google Docs is to create a document or open an existing one from your Google Drive. You can access Google Drive by signing in to your Google account and clicking on the “Drive” icon in the app launcher.
Sharing the Document
Before you request approval, ensure that your collaborators have access to the document. To share a document, click on the “Share” button at the top-right corner of the screen. You will see a dialogue box with an option to enter the email addresses of those you wish to share the document with.
You can also share the document by generating a sharable link, which you can send to the collaborators. You can choose the permission level for each collaborator by selecting “Editor,” “Commenter,” or “Viewer.” For approvals, it’s best to assign the role of Editor so that the approver can suggest changes or edit the document.
Requesting Approval in Google Docs: Detailed Approval process
There is a built-in Approval feature in Google Docs and we can do it using a couple of different methods too:
a. Comments and mentions
To request approval in Google Docs, select the text you’d like your collaborator to review and right-click it to click on “Comment.” In the comment box, mention the person by entering their email address with the @ symbol. They will receive a notification prompting them to review the selected text. When the person has completed editing or reviewing, they can reply to the comment to indicate their approval or changes.
b. Approval through email
Another way to request approval is by sharing the document through email. Click on the “File” menu, then “Email as attachment.” You can send the document as a PDF or a Google Docs link. In the email body, mention that you’re seeking approval and request the recipient to review and edit the document as needed. Once the person has reviewed the document, they can reply to your email indicating their approval or suggested changes.
c. Google Docs Built-in approval:
Go to: File -> Approvals and click on “Make a request” to be able to request approval to certain users. You can add a notification message as well. This triggers email notifications and you can track approvals later. You can request document approvals to multiple people as well.
Once you send the approval, the document is locked and everytime its edited, a new approval is triggered. The recipients can check the document and click approve. This document approval process is quite seamless.
This feature lets you have recorded approvals and is available as a feature in Google Workspace essentials, Google workspace enterprise and some other versions. This feature is not available to gmail.com free accounts.
Tracking Document Changes
One of the essential aspects of the approval process is keeping track of the changes made during the review. Google Docs offers a fabulous feature called “Version history,” which allows you to view previous versions of the document along with the timestamp and the person who made the changes. Access this feature by clicking on the “File” menu, then “Version history,” and finally “See version history.”
Finalizing the Approval
Once the approver has reviewed and edited the document, they can leave a comment or reply to an earlier comment to indicate their approval. As a document owner, you can choose to accept their suggestions or make additional changes, depending on your needs. Once you’ve accepted the approver’s changes, your document will be finalized and ready for use.
Mastering the art of requesting approvals in Google Docs not only helps you become a proficient user of this powerful tool but also enhances your ability to communicate and collaborate efficiently in a professional setting.
By following this comprehensive guide, you’d be well on your way to optimizing your workflow and impressing your colleagues with your keen grasp of Google Docs.
So, sail through the process, and embrace smooth collaborations with your teammates. Happy editing!