---
title: "IntelliApprove Process from Record Details"
slug: "intelliapprove-process-from-record-details-1"
updated: 2026-10-29T17:03:07Z
published: 2026-10-29T17:03:07Z
canonical: "wiki.cobblestonesoftware.com/intelliapprove-process-from-record-details-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 Record Details

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**IntelliApprove Process from Record Details**

*Module: Document Collaboration Gateway › IntelliApprove › IntelliApprove Process from Record Details*

**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

Starting IntelliApprove from a record's details is the most direct way to route one of the record's documents for approval. Open the record, click **Actions**, and under **Document Processing** choose **IntelliApprove**. The **Negotiation Processes** page opens filtered to that record, where you can start a new approval process with **+ New approval process** or manage running ones with **Open console**.

# 2. Key Elements

- **Record details page**: the record opens on its first details tab (for example, **MSA Details** on a Master Service Agreement). The **Actions** menu sits at the top right of the record.
- **Actions → Document Processing → IntelliApprove**: opens the record's approval processes.
- **Negotiation Processes** page: “Approvals raised on a document in this record,” with the controls to intervene in a running one. Shows each process's **Status**, **Groups**, and **Progress**, with filters for process type and status.
- **Send a document for approval** window: the document, title, description, who replies go to, and the approval settings. You add the people after the process is created.
- **Process console**: groups and participants, files in the process, and the **Pause**, **End process**, and **Finalize** controls.

# 3. Opening the Record

1. From the Contract Insight homepage, click the **Requests/Contracts** icon in the left navigation bar and select **Contracts**.
2. Locate the contract and click **Manage** on its row.

![Contracts list with Manage button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01_contracts_list.png)

The record opens on its details tab. Click **Actions** at the top right.

![Record details tab and Actions button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02_record_details.png)

# 4. Starting IntelliApprove from the Actions Menu

1. In the **Actions** menu, scroll to **Document Processing**.
2. Click **IntelliApprove**.

![Actions menu with IntelliApprove](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03_actions_intelliapprove.png)

The **Negotiation Processes** page opens showing only this record's approval processes. Click **Show all processes** to see every record, or **Open record** to return to the contract.

![Negotiation Processes for the record](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/04_negotiation_list.png)

# 5. Creating a New Approval Process

1. On the Negotiation Processes page, click **+ New approval process**.
2. In **Document from this record**, choose the document to be approved. The **Title** and **Description** fill in automatically; edit them as needed. The description is what participants should know.
3. In **Replies go to**, choose who receives replies about the process.
4. Set **Approval type**: **Full approvals** or **Acknowledge only**.
5. Set **Track changes in the document**: **Yes** or **No**.
6. Set **Checking the document out**: **Optional** or **Required before editing**.
7. Set **Approvers can see each other's comments**: **Yes** or **No**.
8. Click **Create process**. You'll add the people next.

![Send a document for approval window](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05_send_for_approval.png)

**Note:** **Create process** stays disabled until a document, a title, and **Replies go to** are filled in.

# 6. Managing the Process in the Console

To open an existing process, click **Open console** on its row on the Negotiation Processes page. The console shows the process's **Status**, how many **Groups** are finalized, its **Participants** and **Files**, and who created it.

![Approval process console](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/06_console.png)

- **Groups and participants**: each approval group, the current group, and each participant's status. Use the row icons to send a reminder, reassign, or remove a participant, and **Resend** to notify the group again.
- **Files in this process**: the documents being approved, their versions, and who has them checked out.
- **Pause**, **End process**, and **Finalize** (top right): control the running process.

## 6a. Adding a Participant

1. On the group, click **+ Add participant**.
2. Choose the participant type (for example, **External participant**), then enter the **Full name** and **E-mail address**, and optionally why they are being added.
3. Click **Add**. Participants are invited as soon as they are added to a running group.

![Add a participant form](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/07_add_participant.png)

# 7. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open the record | **Requests/Contracts → Contracts** → **Manage** on the contract's row. |
| Open IntelliApprove for the record | Record → **Actions** → **Document Processing** → **IntelliApprove**. |
| Start a new approval | Negotiation Processes → **+ New approval process** → choose document, set options → **Create process**. |
| Manage a running approval | Negotiation Processes → **Open console**. |
| Add someone to a group | Console → **+ Add participant** → enter details → **Add**. |
| Pause, end, or finalize | Console → **Pause**, **End process**, or **Finalize**. |