---
title: "E-Approvals Processing"
slug: "e-approvals-processing-4"
updated: 2026-10-29T17:01:15Z
published: 2026-10-29T17:01:15Z
canonical: "wiki.cobblestonesoftware.com/e-approvals-processing-4"
---

> ## 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: Generation/Merging › E-Approvals - Document Generation › 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

Once an e-approval process has been started on a generated document, it is tracked and managed from its **process console**. Processes are listed under **Approvals & Signatures › Negotiation Processes**, which shows every approval and signature process with the controls to intervene in a running one. The console shows the process status and a summary (Status, Groups finalized, Participants, Files, Created), then a **Groups and participants** section that lists each numbered approval group in order. The group currently being worked is marked **current group** and shows when it was notified, while later groups show **not notified**. Each participant is listed with their status (for example **Pending** or **Expired**), name, source, and role (for example Vendor Contact, Legal Reviewer, or Finance Approval). A **Files in this process** grid lists the documents being approved.

# 2. Key Elements

- **Negotiation Processes** lists every approval and signature process, with filters for type (**Approvals only**), status, and **Started only**, plus a Search box and an **Open console** button on each row.
- The console header offers **Open record**, **Pause**, **End process**, and **Finalize**. Finalize is available only after every group has been finalized.
- **Groups and participants** numbers each group in sequence, marks the **current group**, and shows its notified timestamp (or **not notified**).
- Each group offers **Add participant** and **Resend**. Only the current group can be re-notified.
- Each participant shows a status, their name and role, a **FROM TEMPLATE** tag when they came from the template, and **Re-send this invitation**, **Replace this participant**, and delete icons.
- **Files in this process** lists each file's #, File, Type, Description, Versions, Checked out to, and Flags.

# 3. Opening an Approval Process

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

![Approvals and Signatures menu with Negotiation Processes highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/eap-01-approvals-menu.jpg)

1. Set the type filter to **Approvals only** to hide signature processes. Optionally choose a status (for example **Active**) and leave **Started only** checked to hide processes that have not started.
2. Use the **Search** box to find the process, then click **Open console** on its row.

![Negotiation Processes list filtered to approvals with Open console button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/eap-02-negotiation-processes.jpg)

**Note:** Click the link in the **Record** column to go straight to the record the process belongs to. Use **Export** at the top right to export the list.

# 4. Reviewing the Process Console

The console opens with the process name, its type and record (for example, “Approvals Process · Contracts record #5”), and a status banner such as **This process is currently in process.**

1. Review the summary bar: **Status**, **Groups** (for example 0 of 2 finalized), **Participants**, **Files**, and **Created** date and creator.
2. Use the header buttons as needed: **Open record** (document icon), **Pause**, **End process**, and **Finalize** (see Section 9).

![Process console header, status banner, and summary bar](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/eap-03-process-console-header.jpg)

# 5. Tracking Groups and Participants

The **Groups and participants** section lists each approval group in the order it runs. Groups are notified one at a time.

1. Find the group marked **current group**. Its notified timestamp shows when its participants were invited. Later groups read **not notified** until the earlier groups finish.
2. Check each participant's status badge on the left (for example **Pending** for a participant not yet notified, or **Expired** when the invitation has lapsed).
3. To re-notify everyone in the current group, click **Resend** on the group header. To re-notify one person, click the **Re-send this invitation** (bell) icon on their row.

![Groups and participants section with current group, statuses, and actions](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/eap-04-groups-participants.jpg)

**Note:** Participants added through the template show a **FROM TEMPLATE** tag and cannot be deleted from the console. Use **Replace this participant** instead (see Section 7).

# 6. Adding a Participant to a Group

1. Click **Add participant** on the group's header. The **Add a participant to [group]** panel opens below the groups.
2. Choose the participant type: **External participant**, **Employee participant**, or **Company contact participant**.
3. Enter the **Full name** and **E-mail address** (or select the employee or contact), and optionally explain **Why are they being added?**
4. Click **Add**, or **Cancel** to close the panel.

![Add a participant panel](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/eap-05-add-participant.jpg)

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

# 7. Replacing a Participant

1. Click the **Replace this participant** (people) icon on the participant's row. The **Replace “[name]” in this group** panel opens.
2. Select the replacement from the drop-down and enter **Why are you replacing them?**
3. Click **Replace**, or **Cancel** to close the panel.

![Replace participant panel](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/eap-06-replace-participant.jpg)

**Note:** The replacement keeps the group's placed fields. If the invitation already went out, the new person is invited automatically and the previous participant is told.

# 8. Reviewing Files in the Process

The **Files in this process** grid lists the documents being approved, with each file's **#**, **File**, **Type**, **Description**, **Versions**, **Checked out to**, and **Flags**. Use the **Search** box or column filter icons to find a file.

![Files in this process grid](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/eap-07-files-in-process.jpg)

# 9. Pausing, Ending, or Finalizing a Process

- **Pause** temporarily stops the process. Resume it from the same console.
- **End process** cancels the running process.
- **Finalize** completes the process. It is available only once every group has been finalized (for example, 2 of 2).

These buttons are in the console header (see the screenshot in Section 4).

# 10. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open the process list | Approvals & Signatures → Negotiation Processes. |
| Show only approval processes | Type filter → **Approvals only**. |
| Open a process | **Open console** on the process's row. |
| See which group is active | Groups and participants → group marked **current group**. |
| Re-notify the current group | **Resend** on the group header. |
| Re-notify one participant | **Re-send this invitation** (bell) icon on their row. |
| Add a participant | **Add participant** → choose type → enter details → **Add**. |
| Replace a participant | **Replace this participant** icon → select replacement → **Replace**. |
| Open the related record | Console header → **Open record** (document icon). |
| Pause, end, or finalize | Console header → **Pause**, **End process**, or **Finalize**. |