Approval status and sending plan for approval
In the sheet view, you can choose to display the Approval Status of each entry in your plan:
“Working” means that your plan entries have not yet been sent for approval.
Create an approval request
Access the Plan: Go to the Sheet view where your plan is displayed.
Click on the blue "Send for approval" button in the top right corner.
Include Entries and Media Types: All entries and media types in the plan are included when you use the send for approval button.
Note: If there are already approved entries in the list, these will be excluded from the request. Only working entries (rejected or new) will be included.
Select Approvers: Choose the approvers from the provided options.
Write a Comment: Add any necessary comments to accompany your approval request.
Send the Approval Request:
Click on the "Send" button to submit your approval request.
Approval requests for selected entries
⚠️ When using the right-click option, only entries within the selected media type will be sent for approval.
To send an approval request for specific entries or entries within a single media type, follow these steps:
Open the Sheet View: Navigate to the sheet view where your entries are listed.
Select Entries: Right-click on the entry or entries you wish to include in the request.
If you want to send multiple entries, make sure to highlight all of them before right-clicking
Send for Approval: From the right-click menu, choose "Send for approval".
Choose Approvers: Select the approvers from the provided list of options.
Send the Request: Click "Send" to submit the approval request.
💡 After sending the request, entries pending approval will be marked with a yellow hourglass icon, as shown in the image below.
Notification of Approval request
When an approval request is initiated, the approver will be notified through the following channels:
Email Notification: If the approver has enabled email notifications for approvals in their user notification settings, an email will be sent to their registered address.
In-App Notification: A notification will also appear within Mediatool, alerting the approver of the pending approval request.
Managing Approval Requests
To manage an approval request in Mediatool, you have several options:
Via Email: Click on the link provided in the email notification.
In-App Notification: Click on the in-app notification received within Mediatool.
Media Overview: Navigate to your Media Overview and select “Approval requests” at either the organization or plan level.
Views within Approval Requests
Within the "Approval requests" section, you'll find two views:
Open Requests: Displays all pending approvals.
Closed Requests: Includes approved, rejected, and cancelled approvals.
Cancelling a Pending Request
To cancel a pending approval request:
Click on the specific request to open it.
Click on
next to the text 'Request is open'.Enter “CANCEL” (in all CAPS) in the designated field.
Select "Cancel" to finalize the cancellation.
Approving and Rejecting Requests as an Approver
As an approver, you have two ways to approve or reject a request:
Individual Selection:
Select the specific entries you wish to respond to by checking the boxes on the left-hand side.
Click “Mark X entry/entries as approved/rejected” at the top right corner.
Bulk Selection:
Choose “Mark all entries as approved” or “Mark all entries as rejected” to apply the same response to all entries in the plan.
Adding Comments: After selecting your entries, a popup window will appear, allowing you to add a comment before submitting your review. This window looks the same whether you are approving or rejecting the entries.
Viewing and Editing Comments: Hover over the entry in the sheet view to view or edit your comment.
Submitting Your Review: Click the blue “Submit request” button at the bottom right corner of the entry page.
A confirmation popup will appear, reminding you that your review is not reversible once submitted.
⚠️ Comments are considered "drafts" until the Submit button is pressed.
If you select “Mark all entries as approved/rejected” before submitting, any individual comments made previously will be overwritten with a new comment.
Once you submit your review, all other approvers and the requester will be notified.
Post-Submission Status of Approval Requests
Once an approval or rejection has been submitted, the reviewed requests will now appear under “Closed requests” in the system.
Approved Requests: These will be labeled with a green checkmark in the left-hand column in the sheet view.
Rejected Entries: These will be labeled with a small red “rejected” icon in the same column.
⚠️ You are free to amend any approved entry in your plan. However, please note that doing so will cause the entry status to revert to "working" by default, and it will need to be sent for approval again. A popup message will appear to remind you of this; simply press "OK" to confirm and proceed.
💡 If there are any fields that should not affect the plan status, an admin can check the box for "New changes to this field won't affect the plan status" in the settings for these fields. This will allow you to edit the field freely without having to re-submit the plan for approval.
Reporting on Approval
You can easily include approval status in your reports, by creating a chart and adding “Approval step” as a dimension:
Get Support
Have questions or need help? You can reach us directly via the messenger on Mediatool.com or the contact support button located in the top right corner of the Mediatool App.
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