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Hold Outdated Proof Approvals

Hold stale proof approvals and email the coordinator

Use this Agent instantly or customize it - no programming needed

Check the approved proof version before release
Reads
  • Approval status change
    Approval status change

    Your approval's move to Approved starts the check and identifies the changed row.

  • Approval details
    Approval details

    Your approval row holds the proof ID, approved version, current status, and row link.

  • Current proof version
    Current proof version

    Your proof's newest retained version ID and browser link show what the library currently holds.

  • Review settings
    Review settings

    You choose the approval fields, hold status, and coordinator address before the check runs.

Approval tracker
Approval tracker

Your approval tracker reports approval changes and keeps the approved version, proof ID, and hold status.
Approval tracker
File storage service
File storage service

Your file storage service supplies the proof's latest retained version ID and current file link.
File storage service
Has someone changed the approval from Approved?YesNo
Leave the changed approval alone.
Does the approval lack a file ID or approved version?YesNo
Hold the approval and alert the coordinator to the missing detail.
Writes
  • Held approval
    Held approval

    Your team sees the needs-revision-choice status until the coordinator chooses a version.

  • Coordinator email
    Coordinator email

    Your coordinator gets links and version details, or the reason verification failed.

Email service
Email service

Your email service sends the coordinator the approval details or the reason verification failed.
Email service
Is the proof missing or its version history unavailable?YesNo
Hold the approval and alert the coordinator to the failed check.
Writes
  • Held approval
    Held approval

    Your team sees the needs-revision-choice status until the coordinator chooses a version.

  • Coordinator email
    Coordinator email

    Your coordinator gets links and version details, or the reason verification failed.

Does the approved version match the current version?YesNo
Leave the approval unchanged.
Hold the approval and email the coordinator both versions.
Writes
  • Held approval
    Held approval

    Your team sees the needs-revision-choice status until the coordinator chooses a version.

  • Coordinator email
    Coordinator email

    Your coordinator gets links and version details, or the reason verification failed.

This Agent waits for a proof approval to move to Approved. It compares the approved version with the current file. If they differ, it holds the approval and emails your coordinator both versions.

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Made for your industry

Hold Outdated Proof Approvals is made for businesses in these industries.

Made for your role

Hold Outdated Proof Approvals is made for people in these roles.

Made for your department

Hold Outdated Proof Approvals is made for people in these departments.

How Hold Outdated Proof Approvals works

4 steps, in order, on every run.

  1. Read the approvalRead the proof file reference and version from the approval after its status changes to Approved.
  2. Compare proof versionsCheck the latest version in your proof library against the approved version. Leave matching approvals unchanged.
  3. Hold stale approvalsConfirm the approval still shows Approved, then move a mismatch to your chosen hold status. Hold unverifiable versions for review, too.
  4. Email your coordinatorEmail your coordinator both versions and links to the approval and file for mismatches. Name missing details or unavailable history when a version cannot be verified.

How to Get Started

Connect your tools

Connect the tools you already use, such as Gmail, Google Drive or Microsoft Outlook.

30 tools
Set your rules
  • Choose the approval table, its status, proof file ID, approved version, and row link fields, plus the needs-revision-choice status.
  • Choose the coordinator's email address and enable file version history for the proof library.
Launch the Agent

Use safe mode to approve every result before it goes out, or let the Agent run automatically.

FAQs

Frequently asked questions about the Hold Outdated Proof Approvals:

Which approvals will this check?

You choose the approval table and status field. The check starts when a row moves to Approved.

What does each approval need?

Your rows need a proof file ID and the version the reviewer approved. Add a row link so the coordinator can open the approval.

What if the proof version cannot be verified?

Your coordinator gets an email naming the missing detail or unavailable file history. The approval moves to your chosen hold status for a human decision.

How does the hold affect release?

You choose a hold status that your team treats as blocking release. Your coordinator decides which version needs review before clearing the approval.

What happens when the Agent is unsure?

It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.

Can I review its work?

Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.

What happens if I cancel?

The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.

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