Document Approval in Salesforce Spiff

Notifications

Users can receive notifications for pending approvals, depending on their notification settings. See Manage Notifications in Salesforce Spiff.

Approval Requests List

The list of approval requests shows the date sent, status, approval progress, and options for sending a reminder, deleting the request, or downloading documents as PDF files.

• To see which approvers have signed off, hover over the number in the Progress column.
• To export a .csv file that includes the full Approval Requests table, click the download icon in the upper right.
• To download multiple documents as PDF files at one time, select the documents and click the Download as PDF icon in the upper right. You receive an email when the download is ready. You can download up to 100 documents at a time.

The Status column shows Completed when all required approvals are done. When you download a template with a Completed status, the download includes an audit trail with the approval history.

Document Visibility

Reps can view only their own documents.

Team leads can view all documents for all reps that they manage, regardless of their team lead assignment effective dates. For example, if a team lead assignment is effective April 1, the team lead can access team member documents from dates earlier than April 1.

Approver Requirements

To approve a document, a user must have one of these privileges.

• The Company Admin default role
• The Finance default role
• A custom role with Documents: View and Document Approval Requests: Manage permissions
• An active team lead assignment for the user who requests the approval

Note If you log in as another user and approve a document, Spiff records the approval under your name. For example, if User A logs in as User B and approves a document that is assigned to User B, the System Activity Log and approval history show that User A approved it.

Electronic Signatures and Approval History

If you receive a document for approval, select the option to sign and approve the document. Enter your name, which becomes an electronic signature (e-signature). Only users who have authenticated in Spiff can sign.

Important Spiff makes no claim about the legal implications of electronic signatures. Your company's legal representation determines whether these electronic signatures are legally binding.

When you view a document in Spiff or export it to a PDF, the document includes the signature, approval history, and these authentication details:

• The name of the user who signed and approved the document.
• The user’s IP address.
• The date the user signed and approved the document.