How to get approval on files in Google Drive

Published 21 March 2023 10:27 (4-minute read)

Google Drive is a powerful tool that can help you collaborate with others, share files, and keep everything organized. However, getting approval on files in Google Drive can be tricky if you are unfamiliar with the process. In this blog post, we will look at how to get approval on files in Google Drive.


1. Share the file

The first step to getting approval on a file in Google Drive is to share the file with the person or people who need to approve it. You can do this by right-clicking on the file and selecting "Share." From there, you can add the email addresses of the people who need to approve the file.

2. Set the permissions

When you share the file, you need to set the permissions so that the person or people who need to approve it can access it. To do this, click the "Advanced" button in the "Share" dialog box. From there, you can set the permissions to "Can edit," "Can comment," or "Can view." Depending on your needs, you may want to choose "Can edit" or "Can comment."

3. Request approval

Once the file is shared, and the permissions are set, you can request approval from the person or people who need to approve the file. To do this, click on the "Share" button again, and this time select "Advanced" from the bottom right-hand corner of the "Share" dialog box. You can select "Notify people" and add a message requesting approval from there.

4. Track the approval process

After you have requested approval, you can track the approval process in Google Drive. To do this, open the file and click on the "Activity" button in the top right-hand corner of the screen. This will show you a list of all the changes made to the file, including any comments or approvals.

5. Follow up if necessary

If the person or people you have requested approval from have not responded within a reasonable time, you may need to follow up with them. You can do this by sending them a reminder email or contacting them directly.

In conclusion, getting approval on files in Google Drive is a simple process that involves sharing the file, setting the permissions, requesting approval, tracking the approval process, and following up if necessary. By following these steps, you can ensure that your files are approved promptly and efficiently.

Changes after approval

After a file has been approved in Google Drive, it is important to keep track of any changes that are made to the file. These changes can be significant, and they may affect the approval status of the file.

Minor Changes

Minor changes to a file are generally acceptable after approval. These changes may include fixing typos, adjusting formatting, or making other small corrections. However, it is important to ensure that these changes do not alter the overall meaning or message of the file.

Major Changes

Major changes to a file after approval can be a cause for concern. These changes may include adding new information, changing the tone or message of the file, or making other significant alterations. It is important to evaluate these changes carefully and determine whether they require re-approval.


In some cases, changes may be made to a file after approval as part of a collaboration effort. This may include adding comments or suggestions, making changes based on feedback, or working with others to revise the file. It is important to communicate with all parties involved and ensure everyone is on the same page regarding the changes.

Managing Changes

To manage changes to a file after approval, you can use the "Version History" feature in Google Drive. This allows you to view previous versions of the file and see exactly what changes have been made. You can also use the commenting feature to discuss any changes that have been made and get feedback from others.


If significant changes have been made to a file after approval, it may be necessary to seek re-approval. This can be done by sending the revised file to the approver and requesting that they review it again. It is important to explain the changes that have been made and why they were necessary.

Robin Dirksen
Robin Dirksen

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