Approval Workflows System
Structured review and approval process with clear states and formal record
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Client Directory — all your clients organized at a glance
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Agency Control Center — manage your account, team and global settings
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Team & Projects — assign members and define roles per project
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Deliverables — create, version and organize every delivery by project
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Client Access Portal — invite clients with one click, zero friction
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Task Tracking — real-time statuses visible to the whole team
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Feedback & Traceability — in-context comments, full action history
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Calendar & Deadlines — share events, track deadlines and schedule meetings
Client Directory — all your clients organized at a glance
How It Works
Discover how Approval Workflows System helps you manage projects professionally
How It Works
Discover how Approval Workflows System helps you manage projects professionally
Each deliverable goes through a clear process
Define the stages: Internal Review → Client → Approval. Automate notifications and tracking.
Legal record of each approval
When someone approves, it's recorded with timestamp and user. Protection against future disputes.
Automatic escalation of overdue approvals
If someone doesn't approve within the defined time, their supervisor or PM is automatically notified to follow up.
Competitive Advantages
Why professional teams choose Aprolio's Approval Workflows System
Clarity on what stage each deliverable is in
Visual states instantly show what's in internal review, what's waiting for client, what's approved.
Less time waiting for approvals
Automatic notifications accelerate the process. What used to take weeks now takes days.
Clear responsibility of who should review
No more 'I thought you were reviewing this'. System assigns explicit reviewer with notification.
Approvals from mobile
Client can approve from their phone at any time. No need to be at a computer.
Legal protection with formal record
If client says 'I never approved that', you show the approval record with exact date/time.
Identify bottlenecks
Analytics show which workflow stages take longest. Data to optimize the approval process.
Before vs After
How your way of working changes with Aprolio
Send deliverable by email, wait indefinitely for response, do manual follow-up
System automatically notifies client to approve
Client responds 'ok perfect' in email - does that count as formal approval?
Explicit 'Approve' button with timestamp generates clear legal record
Don't know if something is in internal review or waiting for client
Clear visual states: 'Internal Review', 'Pending Client', 'Approved'
Approval stuck with someone on vacation - project blocked
SLA and automatic escalation notifies someone else if no response
Who Uses This Feature
Real stories from teams that transformed their way of working
"All designs go through internal review before going to the client. The automatic workflow ensures I review first, approve, and only then does the system send it to the client. Before, things slipped through without my approval."
"I used to chase clients for weeks to get approvals. Now the system sends automatic notifications. I reduced average approval time significantly."
"A client tried to say 'I never approved that design' on a project 8 months later. I showed them the approval record: their user, exact date, time. It saved us from redesigning for free."
We answer your questions about Approval Workflows System
Everything you need to know to make the most of this feature
How does the typical approval process work?
Common flow is: 1) Team uploads deliverable marked as 'Ready for Internal Review', 2) PM/Director reviews internally and approves, 3) System automatically marks it as 'Pending Client Review' and notifies client, 4) Client reviews and approves or requests changes.
Can I customize the approval workflow stages?
Yes, you can configure states according to your process. Some agencies have 'Creative Director Review' → 'PM Review' → 'Client' → 'Approved'. It's adaptable to your specific flow.
What happens if the client requests changes instead of approving?
The client has an option to 'Request Changes' and add comments explaining what to modify. The status changes to 'Changes Requested' and the team receives a notification with the feedback.
Are approvals legally recorded?
Yes, each approval records: exact user who approved, date and time, from which IP, specific version of the approved deliverable. This record is legally valid as evidence of approval.
Is there automatic follow-up if there's no client response?
Aprolio automatically notifies the client when there is something pending to review or approve. The team can see the status of each approval in the dashboard to do manual follow-up if necessary.
Can the client approve from their mobile phone?
Yes, the client portal is responsive. They receive notification that they must review something, enter from their mobile, view the deliverable and can approve with a button. No computer needed.
Can I see a history of all project approvals?
Yes, each project has an 'Approvals' view showing all deliverables, who approved them, when, and how long each approval took. Useful for reports and audits.
Ready to transform your project management?
Join hundreds of agencies and teams already managing projects professionally with Aprolio.