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RoboPost allows you to request approval for a post from someone outside your team (an “external user”). When you invite them to approve a draft, RoboPost sends an email with a special login link. Once they log in, they are automatically added to your RoboPost instance as a user, with access limited to the specific draft(s) they’ve been asked to review.

Why Use External Approvals?

  • Collaboration: Get feedback from clients, contractors, or partners without giving them full access to all of your RoboPost content.
  • Streamlined Process: External users are then able to see and approve any posts they’ve been invited to review.
  • Security: RoboPost restricts the external user’s permissions to only the drafts they’ve been assigned to approve.

Steps to Request Approval from an External User

1. Click “Request for Approval”

  1. From the Draft post, look for the More actions (or similar) button and select Request for Approval.
  2. This action opens a pop-up or side panel where you can manage approval requests.

2. Invite Members

  1. In the approval request window, click the Invite Members tab.
  2. You’ll see a field where you can enter the email address of the external user(s) you want to invite.

3. Add External User Email and Confirm

  1. Enter the external user’s email address (for example, [email protected]).
  2. Click Confirm to finalize sending the invitation.
  3. RoboPost will automatically generate and send an email to the external user containing a secure link.

5. External User Receives Email and Logs In

  1. The external user opens the email and clicks the Login/Join link.
  2. They are taken to a registration or login screen in RoboPost.
  3. Upon creating an account or logging in, they are immediately granted access to view and approve the specific draft(s) they’ve been assigned to.

6. External User Reviews and Approves the Draft

  1. Once logged in, the external user will see the list of Draft Posts assigned to them.
  2. They can click on the post to review its content.
  3. If satisfied, they can click Approve. If changes are needed, they can leave comments or request edits.