---
title: "IntelliApprove Process from Document Toolbox"
slug: "intelliapprove-process-from-document-toolbox-1"
updated: 2026-10-29T17:05:25Z
published: 2026-10-29T17:05:25Z
canonical: "wiki.cobblestonesoftware.com/intelliapprove-process-from-document-toolbox-1"
---

> ## 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.

# IntelliApprove Process from Document Toolbox

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**IntelliApprove Process from Document Toolbox**

*Module: Document Collaboration Gateway › IntelliApprove › IntelliApprove Process from Document Toolbox*

**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

Besides the record-level **Actions** menu, an **IntelliApprove** process can be started directly from a document's **Document tools** (the document toolbox). Open the record's **Attachments & Templates** tab, click the **Document tools** icon on the file you want approved, and choose **IntelliApprove** under **Signatures & approvals**. The **Send a document for approval** window opens with that document already selected. After you add approvers and click **Start process**, the process appears on **Negotiation Processes** as an **Approvals Process** and is managed from the same console as any other approval (Status, Groups and participants, Files, Pause / End process / Finalize).

# 2. Key Elements

- **Attachments & Templates** tab: lists the record's **Files / Attachments**, with row actions for **Download**, **Document tools** (briefcase icon), **Edit with VISDOM** and **Collaborative edit**.
- **Document tools** window: shows the file's check-out status, **Preview**, **Download** and **Delete**, a **Find a tool** search, and tool groups — **Signatures & approvals** (eSign, IntelliApprove, IntelliSign, IntelliSign Now), Edit & collaborate, Review & compare, Copies & conversions and Organise.
- **Send a document for approval** window: Document from this record, Title, Description, Replies go to, Approval type, Track changes in the document, Checking the document out, and Approvers can see each other's comments.
- **Process setup page**: shows **Not ready** until an approver is added, then **Ready to start**. Lists Documents, Employees to tell, Company contacts to tell and Approval groups, with **Process Settings** on the right.
- **Start process**: emails the first approval group straight away. This cannot be undone.
- **Process console**: Status, Groups, Participants, Files and Created details with an **IntelliApprove** tag, plus **Add participant**, **Resend**, **Pause**, **End process** and **Finalize**.

# 3. Navigating to the Record

1. From the Contract Insight homepage, click the **Requests/Contracts** icon in the left navigation menu and select **Contracts**.

![Requests/Contracts menu with Contracts highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-01-home-contracts-nav.png)

1. Use **Search** to find the contract that holds the document, then click **Manage** on its row.

![Contracts list search with Manage button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-02-contracts-search-manage.png)

# 4. Opening IntelliApprove from Document Tools

## 4a. Opening the Document Tools

1. On the record, click the **Attachments & Templates** tab.

![Contract record with Attachments & Templates tab highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-03-record-attachments-tab.png)

1. In **Files / Attachments**, locate the document to be approved and click its **Document tools** icon (briefcase) in the **Actions** column.

![Files / Attachments list with Document tools icon highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-04-document-tools-icon.png)

## 4b. Selecting IntelliApprove

1. In the **Document tools** window, find the **Signatures & approvals** group (or type in **Find a tool**).
2. Click **IntelliApprove**.

![Document tools window with IntelliApprove highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-05-document-tools-intelliapprove.png)

**Note:** Tools that don't apply to the selected file type are greyed out. For example, **Collaborative edit** and **Edit in Word** are unavailable for PDFs.

# 5. Creating the Approval Process

1. In the **Send a document for approval** window, confirm the **Document from this record** (it is preselected from the toolbox). The **Title** and **Description** fill in automatically and can be edited.
2. Confirm who **Replies go to**.
3. Set the approval options:
  - **Approval type**: Full approvals or Acknowledge only.
  - **Track changes in the document**: Yes or No.
  - **Checking the document out**: Optional or Required before editing.
  - **Approvers can see each other's comments**: Yes or No.
4. Click **Create process**. You'll add the people next — nothing is sent yet.

![Send a document for approval window](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-06-send-for-approval-dialog.png)

# 6. Setting Up the Process

## 6a. Reviewing the Process Setup Page

The setup page lists everything the process needs before it goes out. A **Not ready – review each item below** badge is shown and **Start process** stays disabled until at least one approver is added.

1. Review the **Documents** and **Employees to tell** sections. Use **Search people…** or **Search contacts…** to notify anyone else.
2. In **Process Settings**, confirm the name and description, then adjust if needed:
  - **What they are being asked for**: Approval (they approve or reject it) or Acknowledgement only (they confirm they have seen it).
  - **Taking the document away to revise**: They review it in place, or They may check it out and download it.
  - **Comments**: Each person sees only their own, or Everyone sees everyone's comments.
3. Click **Save settings** if you changed anything.

![IntelliApprove process setup page with Process Settings](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-07-process-setup.png)

## 6b. Adding Approvers

1. Under **Approval groups**, click **Add participant** in the group (for example, **Document Intelli Approvers**).
2. Choose the participant type: **External participant**, **Employee participant** or **Company contact participant**.
3. Select or enter the person (for an external participant, enter their full name and e-mail address). Optionally add a reason and turn on **Require a PIN**.
4. Click **Add**. Repeat for each approver.

![Add a participant to Document Intelli Approvers](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-08-add-approver.png)

1. The approver is listed under the group, the section shows **Validated**, and the badge changes to **Ready to start**.

![Process setup page showing Ready to start](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-09-ready-to-start.png)

# 7. Starting the Process

1. Click **Start process**.
2. In the **Start this process?** window, click **Start process**. The first group's approvers are emailed straight away, and this can't be undone.

![Start this process confirmation window](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-10-start-confirm.png)

1. The process console opens. Review the status details (Status, Groups, Participants, Files, Created) and the **IntelliApprove** tag. From here you can:
  - Use **Add participant** or **Resend** on an approval group.
  - Use the header icons to open the record or open the process on the portal.
  - Click **Pause** or **End process** to intervene, or **Finalize** once approvals are complete.

![IntelliApprove process console](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-11-process-console.png)

# 8. Tracking the Process

1. From the Contract Insight homepage, click the **Approvals & Signatures** icon in the left navigation menu and select **Negotiation Processes**.
2. Filter by **Approvals only** if needed, then click **Open console** on the process row.

![Approvals and Signatures menu with Negotiation Processes highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-12-nav-negotiation-processes.png)

**Note:** To generate and route documents for many records at once, use **Administration → Mass Process Jobs**; documents generated from templates can be reviewed under **Administration → Merged Documents**.

# 9. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open the record | Requests/Contracts → Contracts → search → **Manage**. |
| Open the document toolbox | **Attachments & Templates** tab → **Document tools** icon on the file's row. |
| Start IntelliApprove | Document tools → Signatures & approvals → **IntelliApprove**. |
| Create the process | Confirm document, Title, Replies go to and approval options → **Create process**. |
| Set process options | **Process Settings** → What they are being asked for, Taking the document away to revise, Comments → **Save settings**. |
| Add an approver | Approval groups → **Add participant** → choose type and person → **Add**. |
| Send for approval | **Start process** → confirm **Start process**. |
| Track or manage the process | Approvals & Signatures → Negotiation Processes → **Open console** (Pause, End process, Finalize, Resend). |