Get approvals on files in Google Drive

Edit & reset approvals

By default, files undergoing approval remain unlocked. All editors are able to edit, comment, or make suggestions on the file. 

Important: Once an edit is made, all reviewers must approve the new changes to make sure the correct content is reviewed.

Lock a document 

You can lock a document to make sure reviewers can’t change a file while it undergoes approval. Edits, comments and suggestions can't be added to locked documents.

• To lock a document, click File  Lock.
• To unlock a document, click File  Unlock.

Unlock a file to edit 

After a file is approved and locked, anyone with edit access can unlock the file and make new edits. 

Important: When a file is unlocked during an approval, already recorded approvals will be reset and previous approvers will need to re-approve the document. After the approvals are complete, you can unlock the file without resetting approvals. If edits are made after the completed approval process, the completed approvals will be associated with the previous version of the file. Learn how to check approvals on previous versions of a file. 

Approve or reject a file

In Google Docs, Sheets, & Slides, when an approval is in process, a banner will show at the top of the file. 

• To approve the file, click Approve. You can also add an optional note. 
• To reject the file, click Reject. You can also add an optional note.
• To open the sidebar to review approval details, click View details.

Open approval sidebar

You can review the approval details of a document in the approval process in the sidebar. 

Review edits made during approval

For Google Docs, Sheets and Slides files, you can review content changes during an approval.

1. Open the approval sidebar.

2. On the sidebar on the right, select an option from the dropdown:

   • Since approval started
   • Since you last approved
   • Since you last viewed
   Tips:
   • You must view changes from the approval sidebar or you won’t find the option “Since last time I viewed” in the dropdown.
   • The file must be approved or be unchanged or you won’t find the option “Since I last approved” in the dropdown.
3. Click View.

After you file your approval request, you can change or cancel it.

1. In the file, open the approval sidebar. 
2. From the sidebar, you can:
   • Change approvers: Next to the current approver, click More   Change approver.
   • Add approvers: At the top right, click Add approvers .
   • Change the due date: At the top, click the due date  and enter a new date. 

If you no longer want someone to approve your request, you can cancel it.

1. In the file, open the approval sidebar. 
2. At the top right, click More   Cancel request.

1. On your computer, go to Google Drive.
2. At the top, in the search box, click the Down arrow .
3. Next to Approvals, select Awaiting my approval or requested by me.
4. Click Search.

View previous approvals for a file

Important: You can only view previous approvals for Docs, Sheets, and Slides files.

1. On your computer, go to Google Drive.
2. Open the file you to want to view approvals for.
3. If approved versions are available, at the top, click View approved versions.
4. In version history, on the right, click View approval detail.