For: Admins
Plan notice: this feature is available on our "With contractors" plans. Contact support if you'd like access to this feature.
Use this feature to send a completed form to a supplier, contractor, or client for approval or signature — without them needing a Site App Pro account.
Sending a completed form for approval
Find the completed form you want to send — either from the Activity Stream or via Reports
Click the form to open it
Click the three dots in the top right corner
Select External Request
Enter one or more recipient email addresses — type each address and press Enter to add it to the list
Toggle on Require Signature if you want the recipient to sign when they approve
Toggle on Notify me of updates via email if you want to be notified when they respond
Add any instructions in the Instructions field (up to 500 characters)
Select how long the link should remain active using the Link Expires After field — options are 1, 2, 3, 5, 7, or 14 days
Click Send
What the recipient sees
The recipient receives an email with the subject Document Approval Request — Site App Pro, containing the form name, your instructions, and an Open Document button.
When they open the document, they can view the form as a PDF and choose to approve or reject it.
To approve, the recipient clicks Approve, then enters their first and last name and draws their signature if required.
To reject, the recipient clicks Reject and enters a reason. This field is required — they cannot skip it.
How approvals are recorded
When a form is approved, the recipient's name and signature are added as a new entry at the bottom of the form. You can view this when you open the form from the Activity Stream or Reports.
Rejection reasons are visible in the External Requests tab under Tasks.