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Who can do this: owners and administrators. Approvals are optional. If you add approvers, everyone still listed must approve the latest content before you can publish. Internal approvals do not replace signatures from people.

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Request approval

  1. Open Documents, select the document, and open Revisions.
  2. Select the draft, or click New Draft to update a published document.
  3. Finish your changes and wait for saving or file processing to finish.
  4. If the revision sidebar is hidden, click Details in the revision toolbar. On smaller screens, use the panel icon labeled Revision.
  5. Under Approvals, click Add approvers. Select other existing owners or administrators using the checkboxes. You cannot select yourself.
  6. Click Request approval to email the newly selected approvers.
Selecting checkboxes does not send emails until you click Request approval. Approvers must already have the required team member role. Adding an approver does not grant organization or document access.
New uploads and cloud imports publish their first revision when added. Review later changes in a new draft. Content written in ClearPolicy starts as a draft and can be reviewed before its first publication.

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Approve a draft

  1. Open the revision from your approval request email. You can also find the draft under the document’s Revisions tab.
  2. Read the current draft and check Discussion for comments.
  3. Under Approvals, click Approve when you are ready.
Approvals area showing Maya Chen's pending approval and the Approve button.
Before publication, you can use Withdraw approval beside your name to take back your own approval. The draft will need your approval again unless you are removed from the approver list. Approval does not publish the draft or send signature requests.

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Add a comment

Any owner or administrator can comment, even if they are not a selected approver.
  1. Open Discussion in the revision sidebar.
  2. Type in Add a comment….
  3. Click the arrow button labeled Post comment.
Discussion showing a policy change requested by Maya Chen, Alex Morgan's update, and a drafted reply with the Post comment arrow.
The screenshots show fictional people and sample content. Discussion shows comments and review activity together. Click Load earlier activity to see older entries. Comments do not block publication.

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Change content after requesting approval

Editing document text or replacing an uploaded or imported file invalidates earlier approvals. Changing What changed or document settings does not.
  1. Make your changes and wait for saving or file processing to finish.
  2. Check Approvals. Needs new request means approval must be requested for the updated content.
  3. Click Request approval again so the affected approvers can review the latest draft.
Saving does not send approval emails. Request approval again is for changed content, not a reminder for an unchanged draft with pending approvals.

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Remove an approver

Click the X beside the approver, then confirm Remove approver. Their approval is no longer required, but the removal remains in the review history. Unavailable means the team member’s role or access no longer allows them to approve. Remove unavailable approvers before requesting approval again.

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Publish and view the review record

Once every listed approver has approved the latest content, click Publish and confirm. With no approvers listed, you can publish without approval. To view the review record afterward, open Revisions and select the published version. Its review is read-only. Comments and review activity remain in Discussion. If people need to sign the published document, send document requests separately.
Last modified on October 19, 2026