Approve and activate a template

By the end of this guide one exact template version is approved and active, so people can generate documents from it. It is for Approvers.

1. 1

   Draftthen validate

   Can be saved with problems. Proof, approval and activation refuse it.

2. 2

   Validatedthen approve

   Validation is clean. Proof, approval and activation can go ahead.

3. 3

   Approvedthen activate

   If approval is on, a person accepted this exact version. It does not activate it.

4. 4

   Activethen retire

   The version people generate from.

5. 5

   Retired

   Makes no documents. Cannot be activated until restored.

Before you start

• You have the Approver role (Docable Activate Template and Docable Lifecycle Reviewer), and you are not the author. By default an author cannot approve their own draft.
• The proofs are made: Check a template with Preview, Validate and proofs.
• The template’s Brand Kit is approved. If the template allows other kits when generating, each of them is approved and proved too (Preview › Proofs › Prove with); a run can choose only those.
• Approval is on by default. If an admin has switched Templates need approval off in Docable Setup › Approval, skip steps 2 to 5: an Approver opens the proved draft and chooses Activate…. It still needs current proofs of that exact revision and a person at the screen.

Approve the version

1. Open the template. The app bar shows Approve… for a proved draft.

2. Choose Approve….

3. Choose Open beside each proof, and read the file and its warnings.

4. For each proof that lists warnings, choose I’ve checked these warnings.

5. Choose the Approve button, which names the version, such as Approve v1. Approval does not activate it.

Activate it

6. Choose Activate….

7. Check Effect, Replaces and Generation.

8. Choose the Activate button, which names the version, such as Activate v1.

9. Check the status badge in the app bar reads Active. The previous active version becomes inactive and is kept.

   

Example

The ForgeFlow quotation, approved by someone other than its author.

Dialog line	What it says
Effect	Available for generation from permitted Quote records.
Replaces	Nothing: no version is active yet.
Generation	Made by people in Salesforce. Documents show only what the person making them can see.

Check it worked

The status badge reads Active, and the template is offered on a Quote record’s Generate a document panel. Existing documents are not rewritten.

If it doesn’t work

What you see	What to do
Approve… says someone else has to approve.	Ask another person with Docable Activate Template, or an administrator switches off The approver must be someone other than the author in Docable Setup › Approval.
Claude or another machine client is refused.	Approval and activation are a person’s actions, in Docable Studio. AI cannot do them.
Activation is refused.	Activation needs a clean Validate, the approved Brand Kit version, current access and a fresh proof of each output. Make the proofs again.
The version is approved but makes no documents.	Approval does not activate it. Do steps 6 to 8.

Next

• Generate a document from a record
• Go back to an earlier version