For: Admins

Use the External Approval Portal tab and dashboard widget to monitor and manage all requests you have sent — including forms sent for completion, documents sent for approval, and upload requests.

All external requests are tracked in the External Approval Portal tab under Tasks in the Admin Console.

For each request you can see the request type, recipient email, recipient name, link expiry date, whether a signature was requested, any rejection reason, and the current status — pending, approved, accepted, rejected, or expired.

Click the three dots next to any request to duplicate it. This lets you resend the same request to the same recipient or a new one, with the option to update the details before sending.

Click on a request to open the associated document or form and view all External Approval Portal requests that have been sent for that specific item.

The External Approval Portal widget on your dashboard shows a summary of request activity within a set date range, broken down by:

Note: The External Approval Portal widget has its own independent date range picker. Unlike other dashboard widgets, it does not use the global date picker in the top right corner of the dashboard — you can set the date range directly on the widget.

Clicking any tile takes you to the External Approval Portal tab under Tasks.

When someone completes a form, approves a document, or uploads files through the External Approval Portal, Site App Pro automatically creates a record for them in your team list under the External Person access level.

The Completed Forms tab on their profile shows any forms they have completed through the External Approval Portal.

Note: Uploaded documents will be visible in the Certs & Docs tab on an external person's profile. This is currently not displaying correctly and will be resolved in an upcoming update.