ApproveThis manages your Collected Notes Integration approvals.

When Approval Meets Documentation

Businesses run on two currencies: decisions and documentation. ApproveThis accelerates the first. Collected Notes perfects the second. Together, they create a closed-loop system where nothing falls through the cracks – not an unsigned contract, not an unapproved blog post, not an undocumented policy change.

Why This Integration Matters

ApproveThis brings structure to your decision-making processes, while Collected Notes brings clarity to your institutional knowledge. Connect them via Zapier, and you create a self-documenting approval system that benefits:

• Legal teams reviewing contracts
• Marketing departments approving content
• Operations managers tracking procurement

How They Work Together

The Approval Engine Meets The Knowledge Base

ApproveThis handles conditional logic ("If contract value > $50k, route to CFO"), deadline tracking, and multi-step approvals. Collected Notes organizes the context around those decisions – meeting notes, version histories, stakeholder comments. The integration ensures one always informs the other.

Key Features Working in Tandem

ApproveThis Strengths: Automated routing based on custom rules, email approvals (no app access needed for external partners), real-time audit trails.
Collected Notes Advantages: Searchable note databases, Markdown formatting for clear documentation, team collaboration features.
Together, they turn "Approved" stamps into actionable records.

Real-World Use Cases

1. Content Approval System for Marketing Teams

A travel agency uses Collected Notes to draft blog posts about new destinations. When writers finish an article:

1. Zapier detects the new note
2. ApproveThis automatically creates an approval task
3. Editors receive email alerts with content links
4. Approved posts trigger a Published label in Notes

Result: 68% faster content turnaround, with all edits documented beside draft versions.

2. Contract Review Process for Legal Teams

A SaaS company's legal team:

1. Receives NDAs via ApproveThis
2. Each approval triggers a Notes entry with redline summaries
3. Final signed contracts auto-save to Notes with expiration dates

Benefit: Counsels quickly reference previous negotiations without digging through emails.

3. Procurement Tracking for Operations

When a manufacturing plant needs new equipment:

1. Requests start in Collected Notes with specs and quotes
2. Zapier pushes these to ApproveThis for budget approvals
3. Approved requests auto-update Notes with order IDs

Outcome: Finance teams audit purchases against original requests in one click.

Setup Guide: 4 Steps to Connect

1. Enable Zapier Access: Ensure both ApproveThis and Collected Notes accounts are Zapier-connected.
2. Choose Your Trigger: Start with either "New Note" (Collected Notes) or "New Request" (ApproveThis).
3. Map Key Fields: Link note titles to request subjects, assign approvers based on note tags.
4. Test Live Data: Create a test note/request to verify the workflow.

Team-Specific Benefits

For Executives

See approval bottlenecks in ApproveThis' dashboard while accessing decision context in Collected Notes – no more chasing teams for updates.

For External Partners

Vendors approve invoices via email (no ApproveThis login needed), while their notes auto-save with project timelines. Legal stays compliant without access headaches.

For Cross-Functional Teams

Product launches combine marketing copy approvals (ApproveThis) with engineering change logs (Notes). All stakeholders see real-time statuses.

Critical Features in Play

ApproveThis' Secret Weapons:
- Approval thresholds auto-approve small expenses but flag big spends
- Vacation delegation ensures no request stalls because someone's OOO
Collected Notes' Advantages:
- Version history shows who changed what in a note
- Public notes (password-protected) let clients view without editing

When to Use This Integration

This pairing shines when you need:
- Audit trails for regulated industries (healthcare, finance)
- Client-facing approvals without extra software licenses
- Documentation tied to decision timelines

Limitations to Consider

- Complex approvals needing 10+ steps may require ApproveThis' advanced workflows
- Large file attachments (over 25MB) should use cloud storage links in Notes
- Real-time co-editing happens in Notes; ApproveThis handles sequential reviews

Getting Started

1. Sign up for ApproveThis (14-day trial)
2. Connect your Collected Notes account via Zapier
3. Build your first workflow:
  a. Marketing content approvals
  b. Contract review tracking
  c. Employee policy sign-offs

The Bottom Line

Companies using both tools report 41% faster approvals (ApproveThis data) with 63% fewer documentation errors (Collected Notes stats). It’s not about replacing your current stack – it’s about making existing processes self-reinforcing.

Ready to automate your decision paper trail?
Book a demo to see live examples or start your free trial.