What's the Approval Submission screen?
The Approval Submission refers to a new feature on your dashboard that simplifies how users load and submit work, artwork, documents and other eligible material for approval. The new approval submission screen is designed like a "Choose-Your-Own-Adventure" and has different submissions options depending on the type of project you're working on.
To submit your work from the dashboard, click New Approval Submission. You'll then be prompted to select whether you're working on a New Project or Existing Project.
Watch this video to view all available options, or read on for your next steps!
Loading Your Work to a New Project
If you are loading your work to a new project, hit New Project and fill in the Project Name. If you're an agency or multi-level organisation, you'll also be able to choose your Client, also known as the Advertiser in the system, by clicking on the Edit Pen .
This is usually the minimum required to create a new project here, unless your company requires any additional details. If you'd like to add more information to your new project, click Add More Project Details and add your edits as required.
Then you'll need to upload your work for approval. To do so, click the Browse button. You can also Drag and Drop your work onto the nominated area.
Then skip to the heading on Creating a New Deliverable for a Project.
Loading Your Work to an Existing Project
If you are loading your work to an existing project, hit Existing Project and select your project from the list using the green arrow icon . Depending on the contents of that current project, you'll be prompted either to:
- Upload revisions for an existing deliverable
- Create a new deliverable for that project
Creating a New Deliverable for a Project
If you opt to create a new deliverable for the project, drag and drop the required file onto the nominated area, as per the previous instructions above. When creating a new deliverable, you'll need to provide some more information on it. Note that the only required fields here are the Name and Deliverable type fields.
Fill in the fields provided, or use the checkboxes and grouped pencil icon to make changes across multiple new deliverables in bulk. To change the deliverable type for a single item, click on the regular pencil icon and choose a deliverable type from the resulting list.
Hit Submit for Approval once you are happy with your inputs. Then skip to the heading on Submitting For Approval.
Uploading Revisions to an Existing Project
When you are uploading revisions to an existing project, you can click the Browse button to find your file. You can also Drag and Drop the file onto the nominated area.
Once your revision has been loaded, you'll see the following message:
Hit Submit for Approval once you are happy with your inputs.
Loading Your Work to New Deliverables on an Existing Project
If you're creating a new deliverable for an existing project, click Upload New Deliverable. Then upload your artwork. This can be done by clicking the Browse button. You can also Drag and Drop your work onto the nominated area.
Then hit Submit for Approval.
Submitting for approval: An Overview of the Submission Screen
Once you have selected your documents or artwork for submission, you’ll be able to add your approvers. The Submit for Approval screen allows you to select who you would like to approve your work.
Fill in the fields as follows. This part can be a bit tricky for a first time user, so we’ll walk you through the fields now.
Adding Your Submission Team
The submission team refers to the user group, or team of people, that have worked on the project. A submission team receives notifications whenever work has been accepted or rejected in the platform. So whilst the submission team traditionally refers to the team submitting the work, it can also be used to notify any group that may be interested in knowing about the status of approvals in the system. The user sending off the work will also receive these notifications. You'll need to ensure that the right user groups have been set up before filling in your submission team. Otherwise, leave it blank!
Adding Your Approvers
The approvers section allows you to add the individual or group of people that you would like to review and give feedback on your work. View our alternative guide for using our continuous, any and all approval features or our guide on using approval levels if you’d like to add some complexity here. Otherwise, simply add the names of the individuals or groups in this section. Every user in Level 1 will see the work first.
If you send work to the same approvers next time, you may like to click the checkbox to Use these approvers next time so that admation remembers your selections. Or hit Use Previous next time you are submitting work for approval. You can also Use Templates which are pre-loaded into the system by your organisation.
Adding Deadlines to Review Work
The deadline section refers to the default set of dates associated with approvals. It refers to the date by which your approvers should have their feedback sent back to you. You can also set automatic deadline reminders for your approvers in this section. Click Set Deadlines to set your deadline and add your reminders. Reminders are set automatically based on the deadline and cannot be adjusted.
A user will only be sent a reminder notification if they haven't given feedback. And if you don't set automatic reminders here, there's always the option to manually send reminders later on.
Adding a Message to Your Approval Request
Each approver is sent an email notification and in-system message with a link to the approval by default. You can also add an optional personalised message to go along with this notification.
Adding Attachments to Your Approval Request
Any supporting documentation you’d like to include with your work can be added under the attachments section. This might be a brief, logo, or set of assets used in the production of your work. It might help to further inform your approvers about why you’ve made the design or marketing decisions you have made in your submission. These attachments will also be sent in the email notification.
Viewing Deliverable Thumbnails
The submission screen also shows deliverable thumbnails for the item(s) you're submitting for approval. Once you are happy with your inputs, hit Submit at the top of the screen.
There's also an advanced submission screen that you may want to use from time to time. It's mainly used for adding region masks to artwork, sending work to external users or adding quick annotations to work before you send it off.
You can also use the advanced screen for additional options with sending to external users, adding region masks, adding annotations to your submission, and removing specific users from groups.