---
title: "E-Approvals Processing"
slug: "e-approvals-processing-3"
updated: 2026-10-29T17:01:15Z
published: 2026-10-29T17:01:15Z
canonical: "wiki.cobblestonesoftware.com/e-approvals-processing-3"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# E-Approvals Processing

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**E-Approvals Processing**

*Document Templates Management › Managing Generated Document E-Approvals & E-Signatures › E-Approvals Processing*

**Note:** Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

# 1. Overview

Approval processes are monitored and managed from **Approvals & Signatures → Negotiation Processes**, which lists every approval and signature process along with the controls to intervene in a running one. Opening a process's console (**Open console**) shows its live processing state: an overall **Status** (e.g. Active), how many of its **Groups** are finalized, its **Participants** and **Files** counts, and **Pause** / **End process** / **Finalize** controls for intervening while it's running. The console also lists each approval group and its participants, where you can add, replace, or re-notify participants.

# 2. Key Elements

- **Negotiation Processes list:** filter by type (**Approvals and signatures**, **Approvals only**, **Signatures only**) and status (**Any status**, Active, Paused, Completed, Rejected, Cancelled after starting, Cancelled before starting), with a **Started only** checkbox, a **Search** box, and an **Open console** button on each row.
- **Process console header:** Status, Groups (e.g. "0 of 2 finalized"), Participants, Files, and Created, plus feature tags such as **IntelliApprove** and **Secure PIN**.
- **Pause**, **End process**, and **Finalize** controls sit at the top of the console. Finalize is unavailable until every group has been finalized.
- **Open record** (document icon) jumps from the console back to the underlying contract, PO, or other record.
- **Groups and participants:** each group shows whether it is the **current group** and when it was notified, with **+ Add participant** and **Resend** buttons. Each participant shows a status badge (e.g. In Process, Pending) and row icons to **Re-send this invitation**, **Replace this participant**, or delete.

# 3. Navigating to Negotiation Processes

1. From the Contract Insight homepage, click the **Approvals & Signatures** icon in the left navigation bar.
2. Select **Negotiation Processes**.

![Approvals & Signatures menu with Negotiation Processes highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01-nav-negotiation-processes(1).png)

The Negotiation Processes page opens, listing every approval and signature process.

# 4. Finding and Opening an Approval Process

1. In the type filter, select **Approvals only**.
2. In the status filter, select a status (e.g. **Active**) to narrow the list. Leave **Started only** checked to hide processes that have not started.
3. Optionally, type in the **Search** box to find a specific process.
4. Click **Open console** on the process's row.

![Negotiation Processes list filtered to Approvals only and Active, with Open console highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02-negotiation-processes-list.png)

**Note:** Click the link in the **Record** column (e.g. Contracts #5) to go directly to the underlying record instead.

# 5. Reviewing the Process Console

## 5a. Process Status and Controls

1. Review the summary bar: **Status**, **Groups** (how many are finalized), **Participants**, **Files**, and **Created**. Tags such as **IntelliApprove** and **Secure PIN** show features enabled for this process.
2. Use the header controls as needed:
  - **Open record** (document icon): opens the underlying record.
  - **Pause**: temporarily halts the process.
  - **End process**: stops the process before it completes.
  - **Finalize**: completes the process. Available only once every group has been finalized.

![Process console header with Open record, Pause, End process, Finalize and the status summary highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03-console-header.png)

**Note:** Pause, End process, and Finalize act on the live process and its participants, so use them only when you intend to intervene.

## 5b. Groups and Participants

Groups are processed in order. The group awaiting action is tagged **current group** and shows when it was notified; later groups show **not notified** until earlier groups are finalized.

1. Check each participant's status badge (e.g. **In Process**, **Pending**) to see where they are.
2. Click **Resend** on the current group to re-notify its participants. Only the current group can be re-notified.
3. Use the icons on a participant's row to **Re-send this invitation** (bell), **Replace this participant** (people icon), or delete (trash). Participants added from the process template cannot be deleted.

![Groups and participants with current group, Add participant, Resend, status badge and participant actions highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/04-groups-participants.png)

# 6. Adding a Participant to a Running Process

1. On the group, click **+ Add participant**.
2. Choose the **Kind of participant** (e.g. External participant).
3. Enter the **Full name** and **E-mail address**, and optionally **Why are they being added?**
4. Click **Add**, or **Cancel** to close without adding.

![Add participant form with Kind of participant, Full name, E-mail address, reason, Add and Cancel highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05-add-participant.png)

**Note:** Participants are invited as soon as they are added to a running group.

# 7. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open Negotiation Processes | Approvals & Signatures → Negotiation Processes. |
| Find an approval process | Type filter → Approvals only → choose a status → Search. |
| Open a process console | Click Open console on the process's row. |
| Check progress | Review Status, Groups (x of y finalized), Participants, and Files in the console header. |
| Go to the underlying record | Open record (document icon) in the console, or the Record link in the list. |
| Re-notify the current group | Click Resend on the current group. |
| Re-send to one participant | Click the bell icon on the participant's row. |
| Replace a participant | Click the Replace this participant icon on the row. |
| Add a participant | + Add participant → Kind, Full name, E-mail address → Add. |
| Pause, end, or finalize | Pause, End process, or Finalize in the console header (Finalize requires every group to be finalized). |