✅
Field-by-Field Approval
Approve and reject submitted items individually — not the entire submission at once. Correct items approved and locked. Incorrect items rejected with your comment.
DOCUMENT APPROVAL WORKFLOW
Approve What's Correct. Reject Only What Isn't. Zero Emails Needed.
Approve the 10 that are right. Reject only the 2 that need changes.
Pin your comment to the exact item. No email threads. No "please resubmit everything." Full audit trail, every time.
Field-by-field review
Approved items locked
Pinned rejection comments
Full audit trail
One-click ZIP export
✓ All plans — no approval feature locked away
✓ 14-day free trial, no card needed
0
emails needed
to request a correction
to request a correction
100%
of review decisions
permanently recorded
permanently recorded
1
click to export
all approved files
all approved files
All plans
no approval features
locked to higher tiers
locked to higher tiers
SOUND FAMILIAR?
Email Review Creates Confusion, Delays, and No Paper Trail
Reviewing and requesting corrections over email is slow, ambiguous, and leaves you with no audit record. There is a better way.
ITEM-LEVEL REVIEW
Approve 10. Reject 2. Don't Touch the Other 10 Again.
GatherMonk doesn't make you reject an entire submission because one file was wrong. You review every submitted item individually — text answers, file uploads, image uploads — and make an approve or reject decision per item. Correct items are approved and locked. Incorrect items are rejected with your comment.
When a client receives a rejection notification, they see only their rejected items in their submission view. They fix those items and resubmit — they never need to touch the items you already approved.
- Review every submitted field and file independently
- Approved items locked immediately — client cannot modify or re-upload
- Rejected items sent back with your pinned comment — they fix only those
- Approve some and reject others in the same review session
- Instant notification to client the moment a rejection is issued
INLINE COMMENTS
Your Comment Pinned to the Exact Item. No Email Needed.
When you reject an item, your comment isn't sent as a generic email — it's pinned directly to the specific field or file it refers to. The client opens their submission and sees your comment sitting right next to the item that needs changing. No "which file do you mean?" No email threads. Just the feedback, attached to the exact thing it's about.
- Comment pinned to the specific submitted field or file — not a generic email
- Client sees the comment directly next to the item needing attention
- Every resubmission version stored — view original and resubmission side by side
- Every comment permanently recorded with reviewer name and timestamp
AUDIT TRAIL
Every Approval and Rejection Permanently Recorded. Timestamped. Attributed.
Every action in the review workflow is logged: who reviewed each item, what decision they made, when they made it, and what comment they left. For compliance-sensitive industries — legal, financial services, accounting, construction, healthcare — a documented approval record is a regulatory requirement. GatherMonk provides it automatically.
- Every approval and rejection logged with reviewer name, timestamp, and item reference
- Every rejection comment permanently preserved
- Visible to all team members with appropriate access
- Available for every request throughout your account
ONE-CLICK EXPORT
All Approved Files in One ZIP. Auto-Named. One Click.
Once a request is fully approved, export every approved file as a single organised ZIP archive in one click. GatherMonk names and structures the files automatically according to the request configuration — no manual renaming, no sorting into folders. Only approved items are included; rejected or pending files are automatically excluded.
- One-click ZIP export of all approved files
- Auto-named and folder-structured — no manual sorting
- Only approved items exported — rejected and pending excluded
- Export available at any stage — not just when all items are complete
HOW IT WORKS
From Submission Received to Files Approved
The complete review workflow — from the moment a client submits to the moment you export the final approved files.
1
Client Submits — You're Notified
GatherMonk sends you an instant notification with a direct link to the review dashboard. No polling, no manual checking.
2
Review Item by Item
Approve correct items to lock them. Reject items that need changes — pin your comment to the exact field or file.
3
Client Fixes Rejected Items Only
Client receives instant notification. They see exactly what needs changing. They resubmit only the rejected items — approved ones stay locked.
4
All Approved — Export & Done
One click downloads all approved files as a structured ZIP. Full audit trail retained automatically.
✓Zero emails required — all communication inside GatherMonk
✓Approved items locked after each round — never re-reviewed
✓Audit trail built automatically — no extra steps needed
EVERYTHING INCLUDED
The Complete Approval Workflow — On Every Plan
No approval features locked to higher tiers. Field-by-field review, audit trail, and one-click export available from day one on all plans.
✕
Rejection with Pinned Comment
Your comment is pinned directly to the specific field or file — not a separate email. The client sees exactly what needs changing and why.
🔒
Approved Items Locked
Once approved, an item is permanently locked. The client cannot modify, re-upload, or accidentally overwrite it — even during subsequent resubmission rounds.
✏️
Client Fixes Only Rejected Items
Rejected items are highlighted in the client's view with your comment attached. They update only those items and resubmit — everything else remains untouched.
📋
Full Audit Trail
Every approval, rejection, and comment permanently recorded with reviewer name and timestamp. Available for every request throughout your account.
📦
One-Click ZIP Export
Download all approved files as a single organised ZIP in one click — auto-named and folder-structured. Rejected and pending files automatically excluded.
💬
In-Context Comments
Leave feedback pinned directly on any submitted field or uploaded file. All comments visible in GatherMonk — no separate email thread needed, ever.
🔔
Instant Notifications
Notified the moment a client submits for review. Clients notified immediately when you reject an item. Resubmission notifications close the loop without manual checking.
📊
Review Progress Tracking
See exactly how many items are approved, pending, and rejected in real time — on every active request, from one dashboard.
THE IMPACT
What Item-Level Approval Actually Changes
Measured across GatherMonk users in mortgage, legal, event management, and compliance.
0
Emails needed to request
a document correction
a document correction
60–70%
Less resubmission effort
— clients fix only rejected items
— clients fix only rejected items
100%
Of review decisions
permanently audit-trailed
permanently audit-trailed
1
Click to export all
approved files as a ZIP
approved files as a ZIP
WHO USES APPROVAL WORKFLOW
Any Team That Reviews Documents Before Acting on Them
If you've ever written "please resubmit the correct version," GatherMonk's approval workflow was built to replace that email.
🏠
Mortgage Brokers
Collecting 12–20 documents per application. Each reviewed individually. Rejection comments tell the borrower exactly what's wrong. Zero phone calls needed to clarify.
Mortgage use case →⚖️
Law Firms
AML, KYC, and conveyancing require documents formally approved before proceeding. The audit trail documents every review decision for SRA compliance.
Legal use case →🎪
Event Organisers
Approve sponsor and exhibitor brand assets with precise rejection comments when files don't meet spec. Print-ready files are always identifiable from earlier drafts.
Events use case →🧾
Accountants & Finance
Tax return document packs and AML/KYC collections require individual document review before a return can be filed. Audit trail provides evidence of review for HMRC.
Accounting use case →🏗️
Construction & Procurement
Subcontractor pre-qualification packs contain certificates and insurance documents — each requiring individual approval before a contractor can be engaged.
Construction use case →🏢
Agencies & Creative Teams
Client content briefs, brand asset packs, and website content submissions all require review before a project can proceed. Item-level approval targets corrections precisely.
Agency use case →
FREQUENTLY ASKED QUESTIONS
Questions About GatherMonk's Approval Workflow
What is field-by-field approval — and why does it matter? +
Field-by-field approval means you review each submitted item independently — a text answer, an uploaded file, an image — rather than accepting or rejecting the entire submission. If a client submits 12 documents and 10 are correct, you approve those 10 (locking them) and reject only the 2 that need changing. The client fixes only those 2 and resubmits. You never re-check the items already approved. This dramatically reduces the back-and-forth involved in any collection that requires review.
Can a client change an approved item after I've approved it? +
No. The moment you approve an item, it is permanently locked. The client cannot modify, re-upload, or overwrite it — even if they are still resubmitting other rejected items in the same request. This is particularly important for compliance documents, signed agreements, and verified credentials where the integrity of the approved version must be preserved.
How does the client know exactly what to fix after a rejection? +
When you reject an item, GatherMonk sends the client an immediate notification. Inside their submission view, the rejected item is highlighted and your comment is pinned directly to it. The client sees your comment next to the exact item it refers to — not in a separate email, not in a generic message. They know which item needs changing and why, without any clarification needed.
Is the audit trail available on all plans? +
Yes. The full audit trail — every approval, rejection, comment, and resubmission with reviewer name and timestamp — is included on all plans: Starter, Professional, and Business. It is available for every request throughout your account. No plan upgrade is required to access audit records.
Is the Approval Workflow available on all GatherMonk plans? +
Yes. Field-by-field approval, pinned inline comments, approved item locking, client resubmission of rejected items only, full audit trail, and one-click ZIP export are all included on every plan — Starter, Professional, and Business. No approval features are locked to higher tiers. Start a free 14-day trial with no credit card required. See the full plan comparison on the pricing page.
WORKS BEST WITH
Approval Is the Third Step — Here Are the First Two
The approval workflow is most powerful paired with the Request Portal that gathers submissions and the Reminders that ensure they arrive on time.
📂
Request Portal
Build the structured document request that feeds the approval workflow. Define every field, file type, and section so submissions arrive ready to review.
Learn about Requests →⏰
Automated Reminders
Before you can review, submissions need to arrive. Automated reminders chase every client who hasn't submitted — so your review queue fills without manual follow-up.
Learn about Reminders →🏠
Client Portal
For repeat clients, the Client Portal gives them a dashboard to track all outstanding requests and see rejection notifications — reducing time between rejection and resubmission.
Learn about Client Portal →
GET STARTED
Never Write "Please Resubmit Everything" Again.
Review field by field. Approve what's right. Reject only what isn't. Full audit trail from first submission to final approved ZIP.
✓14-day free trial
✓No credit card required
✓Full approval workflow on all plans
✓Audit trail included from day one