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Internal Approval Requests

Submitting an Internal Approval Request

Follow this guide to create and submit an internal approval request.

How it works: You initiate a request using a form template, assign approvers, fill in the document content, and submit. 

Step 1

Click Initiate

Click the Initiate button in the top right corner of the E-Approval page.

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Step 2

Choose a form template

A dialog will appear listing available templates. Select the one that matches your request type and click it to proceed.

Templates are organized into two tabs: Documents for forms created by your institution's administrator, and Forms for common templates shared across all institutions.

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Not sure which template to pick? Use the columns in the list to guide you.

Scope Whether the template is common to your whole institution or specific to your department
Display All If Yes, all approvers' and the drafter's signatures appear on the completed document. If No, only the final approver's signature is shown.
Signature Whether the form requires a PKI signature or not to be approved.
Type Whether the request is internal or outgoing.

Step 3

Fill in the Head tab

  • Enter a Title for your request and optionally set a Due Date.
  •  You can also upload any supporting files in the Attachments area.

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Approval Line

  • Click Assign to add approvers to the approval line.

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  • Search for approvers to assign the request to and select them. You can assign people from within your institution or from other institutions that use the system.

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  • Click on add once you're done selecting the approvers. The request will move through them in order, the next approver can only see it once the previous one has approved. You must have at least one approver before submitting.

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Signatures

  • Every assigned approver's signature appears on the document once they approve.
  • Each approver has a signature toggle next to their name. The last approver's and your own signature are on by default and can not be turned off. You can toggle others on or off as needed.
Toggle on and off approvers' signatures

The toggle looks like this when the approver's signature is ON

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The toggle looks like this if the approver's signature is OFF

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    If needed, remove any previously selected approver from the line of approval by clicking on this icon (-).

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     Note that some forms are configured by your administrator to display only the final approver's signature, in which case this toggle will not appear.

    Step 4

    Fill in the Document tab

    • Click the Document tab to edit the content of your request. 

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    • Enter your content directly or paste it in from elsewhere.

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    You do not need to add a date or leave space for signatures. The date and reference number are generated automatically once the request is completed, and each approver's signature along with their date and time of signing appears on the form the moment they approve it.

    Step 5

    Submit your request

    • Once both tabs are filled in, click Submit in the top right corner. (You can Preview the document before submitting by clicking on the preview button).

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    • A confirmation dialog will appear, click Submit again to confirm.

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    • Your request will be submitted successfully and sent directly to the first approver in the line, they can view it from their Internal Approval folder.

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    • It will appear under My Documents → Submitted on your side.

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    Not ready to submit? Click Save Draft at any point to save your progress. You can find it later under My Documents → Saved Drafts to continue editing before submitting.

     Proceed to the ...page to learn how to track your request after it's been submitted

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