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 document from your Resource Library to a supplier, contractor, or client for review and sign-off — without them needing a Site App Pro account.
Sending a document for review
Go to Resources in the Admin Console
Find the document you want to send
Click the three dots next to the document — or open the document and click the three dots in the top right corner
Select External Approval Portal
Enter one or more recipient email addresses — type each address and press Enter to add it to the list
Select a Request Type:
Approval — the recipient reviews and approves or rejects the document
Acceptance — the recipient must confirm they have read and understood the document before they can approve or reject
Toggle on Require Signature if you want the recipient to sign when they respond
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 email subject and recipient experience differ slightly depending on the request type selected.
Approval request
The recipient receives an email with the subject Document Approval Request — Site App Pro. When they open the document, they can view it as a PDF and choose to approve or reject.
Acceptance request
The recipient receives an email with the subject Document Review Request — Site App Pro. When they open the document, they must first check the box confirming they have read and understood the document before they can approve or reject.
To approve, the recipient enters their first and last name, draws their signature if required, and clicks Approve.
To reject, the recipient clicks Reject and enters a reason. This field is required — they cannot skip it.
How approvals are recorded
Approved and rejected requests are visible in the External Approval Portal tab under Tasks, including the recipient's name, response, and any rejection reason provided.