ApproveThis manages your Swiftype Integration approvals.

Why Combine ApproveThis and Swiftype?

Businesses managing high volumes of documents face two critical challenges: getting content approved quickly and making it discoverable afterward. ApproveThis solves the first problem with automated approval workflows, while Swiftype tackles the second with enterprise-grade search capabilities. Together, they create a closed-loop system where documents move seamlessly from creation to approval to organization-wide accessibility.

Marketing teams can ensure campaign assets get legal sign-off before publication. HR departments can automate policy document reviews while maintaining easy access for employees. Legal firms gain structured contract approval processes coupled with instant retrieval capabilities. This integration isn't about adding features—it's about creating operational rhythm.

Capabilities Compared

ApproveThis: The Approval Engine

ApproveThis specializes in decision automation. When connected to Swiftype via Zapier, it brings three game-changing capabilities to document workflows:

• Automatic routing based on document type or content
• Multi-level approvals with audit trails
• Deadline enforcement with escalation rules

Swiftype: Search as a Service

Swiftype transforms document management through:

• AI-powered content indexing
• Customizable search experiences
• Usage analytics for content optimization

When integrated, these platforms enable what we call "closed-loop content governance"—documents get approved through structured workflows then immediately become discoverable through intelligent search.

Real-World Use Cases

1. Content Publishing Workflow (Marketing/Legal)

A marketing agency uses Swiftype to organize client campaign assets. Through Zapier, any new marketing copy uploaded to Swiftype automatically generates an ApproveThis request routed to:

- Legal team for compliance check
- Client account manager for brand alignment
- SEO specialist for optimization review

Once all parties approve in ApproveThis, the document becomes searchable in Swiftype with approved status tags. Legal teams save 12 hours weekly by eliminating manual follow-ups, while marketers reduce asset retrieval time by 40%.

2. Policy Management (HR/Operations)

An HR department stores employee handbooks in Swiftype. When policies need updating:

1. Policy draft triggers ApproveThis workflow
2. Route to department heads via approval groups
3. Automatically publish upon final sign-off
4. Swiftype indexes new version and archives old

This ensures employees always access current policies while maintaining version control. Southwest Utilities reduced policy update cycles from 3 weeks to 4 days using this method.

3. Contract Lifecycle Management (Legal/Sales)

Law firms using Swiftype for contract storage can:

- Auto-generate approval requests when new contracts upload
- Apply conditional routing (e.g., >$500k deals escalate to CFO)
- Tag executed contracts with metadata for search
- Maintain approval records for audit compliance

Approvers don't need Swiftype logins—they review contracts directly via ApproveThis email links. This proved critical for Bay Area Legal Partners when coordinating with external counsel on merger documents.

Advanced Features in Action

ApproveThis adds intelligent automation to Swiftype workflows:

Calculated Fields for Auto-Approvals

Set approval thresholds based on document metrics. Example: Marketing proposals under $10k auto-approve if tagged "Standard Package" in Swiftype.

Vacation Delegation

When approvers are OOO, requests automatically reroute to delegates. No more stalled document reviews during holidays.

Real-Time Tracking

Monitor approval progress on Swiftype documents through ApproveThis dashboards. Identify bottlenecks like legal reviews averaging >72 hours.

Implementation Guide

Step 1: Create Zapier Connection
Connect ApproveThis and Swiftype accounts (3-minute setup)

Step 2: Configure Triggers
Choose document types in Swiftype that require approvals (contracts, policies, etc.)

Step 3: Set Approval Rules
Build workflows in ApproveThis:
- Assign approvers by department/content type
- Apply escalation rules
- Enable email approvals

Step 4: Enable Search Syncing
Auto-tag approved documents in Swiftype with custom metadata (approval date, participants)

Most teams implement in 2-3 hours without IT support. The Zapier integration handles ongoing syncs automatically.

Team-Specific Benefits

Legal & Compliance

Maintain audit-ready records with automatic version tracking. All approval decisions timestamped and attached to Swiftype documents.

Marketing Operations

Ensure campaign assets get proper approvals before becoming searchable. Reduce brand compliance issues by 65% on average.

HR Leadership

Automate policy review cycles while ensuring employees only access current documents. New hires find approved handbooks 3x faster.

Why This Integration Works

Traditional document management treats approval and search as separate processes. This integration creates a virtuous cycle:

1. Control: Structured approvals prevent unauthorized content
2. Speed: Parallel review processes accelerate publishing
3. Discovery: Approved documents become instantly findable
4. Audit: Complete trail from draft to approval to access

Financial services company Verde Capital eliminated 82% of document-related support tickets after implementing this approach.

Getting Started

ApproveThis requires no long-term commitment—teams can launch initial workflows in days. Key recommendations:

- Start with one document type (e.g., contracts)
- Use email approvals for external partners
- Enable Swiftype auto-tagging for approved content

Ready to transform your document workflows? Register for ApproveThis or schedule a custom demo to see the Swiftype integration in action.