Approval workflows
Get sign-off without leaving the send flow you already use
Internal email approvals already happen in Teams threads and forwarded emails, where the review takes place and the record disappears. Approval Workflows moves sign-off into ContactMonkey, so the approval record stays attached to the email it approved.
The problem: Sign-off is the step most likely to break under deadline pressure
A policy change, a benefits update, a security advisory, and an all-hands announcement all have something in common, which is that someone other than the sender needs to see them first. That review usually happens outside the email workflow. What breaks is rarely the review itself, but the connection between the review and the send.
Emails that go out unreviewed
Nothing in your send flow currently stops a draft from reaching every employee before the person who was supposed to read it has read it. The review is a convention rather than a step, and conventions fail on busy weeks.
Approvals that vanish after the send
Sign-off given in a Teams thread lasts about as long as the thread does. Months later, when someone asks who approved a compensation announcement, you are searching message history instead of pointing at a record.
Approvers you have to chase
Legal counsel, agency partners, and executives are the people you most often need sign-off from and the people least likely to be sitting in your comms platform. Every request becomes a follow-up, and every follow-up costs you send time.
The solution: How approval workflows work for internal communicators
Submit for approval
Send an email for review without leaving your send flow
Build your email in Compose and Send exactly as you do today. When it is ready for review, choose an approver and submit it. Nothing about your existing workflow changes, since approval is a step you add when you need it rather than a process applied to every send.
- Choose one approver, either a teammate inside ContactMonkey or an external email address
- Submit for approval moves the email into a Waiting approval state
- Every email awaiting review appears in a dedicated In Review tab on your dashboard
- Cancel approval withdraws the request and returns the draft to an editable state
Review and approve
Approvers sign off from their inbox with no license required
Your approver receives an email request with a link. They open a lightweight page showing the email rendered exactly as employees will receive it, and they approve or reject it from there. Legal counsel, agency partners, and executives can all take part without a ContactMonkey seat and without logging in.
- Approvers open a Review and approve link straight from their email
- The review page shows a rendered preview of the actual email
- Approve or reject from the page, with no login and no license
- Dynamic Content emails show the full email with labels marking which rows target which contact lists
- Multi-language emails keep language buttons and page jumps fully functional, so approvers can move between versions
Stay in control
Approval is a record, and you decide when the email actually goes out
Getting approved doesn’t release your email into the world on its own. Once an approver signs off, you’re notified and you choose when to send. The only exception is an email you already scheduled, which sends at its scheduled time as long as approval came through first.
- Approved emails set to Send now wait for you to return and send them
- Scheduled emails send at their scheduled time if approval arrives before then
- A scheduled email that passes its send time without approval does not go out
- The In Review tab tracks every request as Pending, Approved, Rejected, or Withdrawn
- Approval is captured against the email itself, so the sign-off travels with the send
How it works: Three steps from draft to approved send
Build and submit
Create your email in Compose and Send, choose an approver, and submit it for approval. The draft moves into your In Review tab.
Approver reviews
Your approver gets an email with a review link, opens a rendered preview of the email, and approves or rejects it.
You send
You are notified once the email is approved, and you choose to send it now or schedule it for later.
Governance is one part of a complete internal comms platform
Individual-level reporting
See exactly who opened, clicked, and engaged with every internal email you send.
Pages
Publish emails and standalone content as branded, trackable web pages.
Employee surveys
Collect real-time feedback inside the email itself, with no separate tool required.
Analytics API
Pull your internal email data into Power BI, Tableau, or your own BI stack to demonstrate business impact.
Custom segments and list management
Build audiences by department, role, location, or seniority and keep every list current automatically.
HRIS integrations
Connect 80+ HRIS platforms so your employee lists stay accurate without manual uploads.
