Skip to main content

Quick Start: Applicants

This guide walks you through your first experience as an applicant — from accepting an invitation to uploading documents and tracking your approval progress.

1. Accept Your Invitation​

When an approver creates a project and adds you as the applicant, you will receive an email invitation.

  1. Click the link in the invitation email
  2. If you already have an ApprovIQ account, sign in
  3. If you are new to ApprovIQ, you will be guided through account creation:
    • Enter your full name and create a password
    • Your email is pre-filled from the invitation
    • Your account is automatically linked to the project

Once you accept the invitation, the project appears on your dashboard.

2. Understand the Approval List​

Open your project to see the approval list — a structured checklist of items that your approver needs you to provide.

Each item shows:

  • A description explaining what document or evidence is required
  • The current status (Not Submitted, In Review, Satisfied, Request for Info, or Not Applicable)
  • Any comments from the approver with additional guidance
  • Any reference documents the approver has attached to help you understand what's needed
tip

Read the item descriptions carefully before uploading. If anything is unclear, use the comment feature to ask your approver for clarification.

3. Upload Documents​

To submit a document against an approval list item:

  1. Click on the approval list item
  2. Click Upload Document
  3. Select your file — ApprovIQ supports:
    • PDF files (uploaded as-is)
    • Word documents (.docx, .doc)
    • Excel spreadsheets (.xlsx, .xls)
    • PowerPoint presentations (.pptx, .ppt)
    • Images (.jpg, .png, .gif)
    • Text and CSV files

Non-PDF files are automatically converted to PDF for your approver to review.

  1. Once uploaded, the item status changes to In Review
  2. If the item has AI document checks configured, they will run automatically and the results will be visible to your approver

4. Track Your Progress​

Your project dashboard gives you a clear view of progress:

  • Not Submitted items still need your attention
  • In Review items are waiting for the approver's decision
  • Satisfied items have been approved — no further action needed
  • Request for Info items need your attention — the approver has asked for additional information or a revised document

When an item is marked Request for Info, check the comments for the approver's feedback, then upload a revised document.

5. Communicate with Your Approver​

You can add comments to any approval list item to:

  • Ask questions about requirements
  • Provide additional context about a submission
  • Respond to a Request for Info

Comments are visible to all project members and create a clear record of communication.

6. Invite Collaborators​

If you need help preparing documents, you can invite collaborators to your project:

  1. Go to the project settings
  2. Add a collaborator's email address
  3. They will receive an invitation and can:
    • View the project and approval list
    • Upload documents on your behalf
    • Add comments

7. Email Notifications​

ApprovIQ keeps you informed with smart email notifications:

  • Real-time notifications — receive updates when items are approved, when the approver requests more information, or when new comments are added
  • Daily digest — a summary of all project activity, delivered at your preferred time

You can customise your notification preferences in Email Preferences.

Next Steps​