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Collaboration and Approvals

Streamline your email review and feedback process by using Knak's built-in collaboration and approval tools.

Set Up Approvals And Review Groups

Start by preparing your email for team review. Assign the right people. Define the workflow.

Start A Review

Follow these steps to begin the approval process:

  1. Click Reviews in the top bar of the email editor.

  2. Click Send for Review.

    Send for review button highlighted in the review tab of an email.

  3. Select a Review Group or click Add Reviewers.

    Selecting the desired review group or adding users to review an email

  4. Choose individual reviewers if no group exists.

Helpful Resources

View Approval Stages

Track progress across each stage of the workflow.

  • See who has approved

  • See who is pending

  • Identify bottlenecks quickly

    Dynamic approval process in progress showing multiple approval stages with reviewer statuses and the current stage in the review cycle.

Edit The Review Workflow

Update reviewers or stages during an active review.

  1. Click Reviews

  2. Click Edit Reviewers

    Edit Reviewers button highlighted in an active review process.

  3. Update the workflow as needed

    Send button highlighted to submit review process to selected reviewers.

Important Limitations

  • You can only edit reviewers who have not yet approved

  • You can only edit reviewers who are still queued in the workflow

  • Reviewers who have already approved cannot be changed

Permissions Required

You must have:

  • Edit approval group

  • Allow editing approval groups on approval process

View role permissions

Reviewer Notifications And Actions

Notifications

Reviewers receive alerts when a review starts.

  • Email or in-app notification

  • Direct link to the email review

Learn more about notifications

Review alerts appear under the notification icon, once a review begins

Take Action

Reviewers can choose one of two actions:

  • Mark as Reviewed
    Move the email to the next reviewer

  • Request Changes
    Open the Collaborate panel
    Add feedback

Approve or request changes to an asset sent to user for review.

Use The Collaborate Panel

Leave feedback directly inside the email.

Leave Comments

Add feedback to specific areas.

  • Click anywhere in the email

  • Type in the sidebar comment box

  • Use @username to notify teammates

Use the collaborate panel to add comments directly into the email you wish to provide feedback on

Add Context-Specific Notes

Attach feedback to exact sections.

  • Click a section

  • Add targeted comments

Make context-specific comments by referring directly to content within the email

Review Dynamic Content

Check all content variations.

  • Use the dynamic content toggle near preview

  • Switch between variants

  • Review each version carefully

Make dynamic content specific comments in each email variant

Finalize Reviews And Approvals

Resolve Comments

Mark feedback as complete.

  • Click the checkmark beside a comment

  • Confirm all issues are resolved

Comments can be marked as resolved by clicking in the checkmark

Complete Approval

Once all reviewers approve:

  • The email is marked as approved

    The email status has updated and is now approved

  • You receive a notification in Studio

What Happens Next

  • The email is marked as finished

  • The email is no longer part of the review workflow

  • The email is locked and cannot be edited

  • You cannot revert the email back to Draft or any previous status

Best Practice: Mark an email as Completed only when all work is done.

Admin Overrides

Override Approval

Use Mark as Approved to approve an item without completing the review process.

To override the approval process:

  1. Go to the Info tab.

  2. Click Mark as Approved.

Important: Use this option only when necessary. Marking an item as approved stops the entire review process.

Permission Required

You need the Allow forced approvals role permission to use the Mark as Approved force approval flow.

Reset The Workflow

Restart the approval process.

  1. Go to Info

  2. Click Revert to Draft

  3. Reset all approvals

    Reseting the workflow, takes the email back to drafts

Permission Required

You need the Allow forced emails to draft role permission to revert an asset back to a draft after a review process has been completed.

Need more help? Contact support via live chat within Knak using the chat bubble in the bottom right corner or email support@knak.com.

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