Follow an approval request through
See who has answered an approval request, replace a lost link, change the approvers or withdraw the request, and act once everyone agrees.
Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.
Once a request is out, the task shows who has answered, who has opened it and who has not looked. Your job is to chase, to fix a wrong address quickly, and to act when the answer comes back, because an approval does not file or send anything by itself.
See where it stands
On the task's Overview, the External approval card says whether the request is awaiting approval and how many have approved, with each approver's status.
Choose Open on that card, or the Approvals tab, for the full request: the words being approved, each approver with the date it was sent, and what they have done.
What the approver does
The approver opens the link in their email, chooses Email me a code, and enters the six-digit code under Confirm. That unlocks the details and records that it was them. They then choose Approve, or I cannot approve this and say why. A forwarded link is no use to anyone else, because the code goes to the address the request was sent to. You are told as each person responds.
Chase, change or withdraw
If an approver has lost the email or their link has expired, choose New link beside their name. Their old link stops working and a fresh one is emailed to the same address, so tell them to expect it.
If an address was wrong or someone else should approve, choose Change approvers. This replaces the request: every link already sent stops working, approvals already given are discarded, and everyone named is asked afresh for the same words.
To call the request off, choose Withdraw this request and confirm. Every outstanding link stops working at once and nobody is told, so let the approvers know.
When everyone has approved
The card in the overview says the request is approved and that it is your turn, and the Approvals tab says everyone asked has approved and nothing has been sent. Do the work the approval was for: file the form, or mark the task done.
Tips from practice
- While anyone has still to answer, the task cannot be marked done. Withdraw the request first if it is no longer needed.
- A request that is declined, expires or is withdrawn offers Request approval again. A fresh request is the remedy in every one of those cases.
- If what was approved changes afterwards, the card says it needs re-approving. Send it out again before you act on it.