---
title: "Starting an IntelliApprove Process"
slug: "starting-an-intelliapprove-process-1"
updated: 2026-10-29T17:03:07Z
published: 2026-10-29T17:03:07Z
canonical: "wiki.cobblestonesoftware.com/starting-an-intelliapprove-process-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.

# Starting an IntelliApprove Process

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**Starting an IntelliApprove Process**

*Module: Document Collaboration Gateway › IntelliApprove › Starting an IntelliApprove Process*

**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

An **IntelliApprove** process is started from **Actions** → **IntelliApprove** on a record (Document Processing group, alongside Approval Processes, Signature Processes, and IntelliSign) — the same entry point used to start a standard approval process, but routed through **IntelliApprove**'s own handling.

Starting a process has three stages: choose a document from the record in the **Send a document for approval** window, set up who approves and how on the process setup page, then click **Start process**. Nothing is sent to anyone until you start it.

# 2. Key Elements

- Record → **Actions** → **IntelliApprove** (Document Processing group).
- Sits alongside Approval Processes, Signature Processes, and IntelliSign in the same menu group.
- **IntelliApprove** opens **Negotiation Processes** filtered to the record's approvals, with a **+ New approval process** button.
- **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: **Documents**, **Employees to tell**, **Company contacts to tell**, **Approval groups**, **Process Settings**, and a readiness badge that must clear before **Start process** is available.

# 3. Opening IntelliApprove from a Record

1. From the Contract Insight homepage, open the record (for example, a contract) that holds the document to approve.
2. Click **Actions** at the top right of the record.
3. Scroll to **Document Processing** and click **IntelliApprove**.

![Record Actions menu with Document Processing and IntelliApprove highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-02-actions-intelliapprove.png)

# 4. Creating the IntelliApprove Process

## 4a. Starting a New Approval Process

1. **Negotiation Processes** opens showing only this record's approval processes, with the type filter set to **Approvals only**. Click **Open console** on a row to view an existing process, or **Show all processes** / **Open record** to leave the record view.
2. Click **+ New approval process**.

![Negotiation Processes filtered to the record's approvals, with New approval process, Approvals only filter, Open record, Show all processes, and Open console highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-03-record-approvals.png)

## 4b. Sending a Document for Approval

1. In the **Send a document for approval** window, select the **Document from this record**.
2. Enter a **Title** describing what is being approved. Edit the **Description** if needed. It is shown to participants.
3. Confirm who **Replies go to**.
4. Set the **Approval type**: **Full approvals** or **Acknowledge only**.
5. Choose whether to **Track changes in the document** (**Yes** or **No**), how **Checking the document out** works (**Optional** or **Required before editing**), and whether **Approvers can see each other's comments**.
6. Click **Create process**. You add the people next.

![IntelliApprove Send a document for approval window with all fields and Create process highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-04-send-for-approval.png)

**Note:** Fields marked with a red asterisk are required. **Create process** stays unavailable until a document and title are chosen.

# 5. Setting Up and Starting the Process

1. On the process setup page, review **Documents** to confirm the right file and version are included.
2. Under **Approval groups**, click **Add participant** to add the people who will approve.
3. Under **Employees to tell** and **Company contacts to tell**, search for anyone else who should be told and click **Add**.
4. In **Process Settings**, review the name, description, what approvers are being asked for, check-out rules, and comment visibility. Click **Save settings** after any change.
5. When the **NOT READY - REVIEW EACH ITEM BELOW** badge clears, click **Start process**.

![IntelliApprove process setup page with readiness badge, notification lists, Approval groups, Add participant, Process Settings, Save settings, and Start process highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ia-05-process-setup.png)

**Note:** Nothing is sent until you click **Start process**. Click **Cancel process** to discard the process instead.

# 6. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open IntelliApprove | Record → **Actions** → **Document Processing** → **IntelliApprove**. |
| Create a new approval | **+ New approval process** → choose document → enter **Title** → set options → **Create process**. |
| Add approvers | Setup page → **Approval groups** → **Add participant**. |
| Notify others | **Employees to tell** / **Company contacts to tell** → search → **Add**. |
| Change settings | **Process Settings** → edit → **Save settings**. |
| Send for approval | **Start process** (once the Not Ready badge clears). |
| View an existing process | Record's approvals list → **Open console**. |