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File the document and notify the requester after final approval

When the last approver signs off, the document moves to the Approved folder and the person waiting on it gets an email — a Movement on Process trigger set to Approval by Final Member, plus Move to Folder and Send E-mail actions.

Catalog administratorsContent Central 7.8+20 minutesVerified 2026-09-05

Before you begin

  • An approval process exists on the document type (see Set up an approval process)
  • An Approved folder exists in the catalog
  • A Workflow Access email template (see Customize notification message templates)

When you're done, the moment the final approver approves, the document moves into the Approved folder and an email tells the requester it went through — with no one forwarding anything.

The planDocument type scope
  1. Trigger
    1. Approval Processes › Movement on ProcessApproval Process: your process · Process Evaluation: Approval by Final Member
  2. Actions, in this order
    1. Content - Move to FolderFolder Path: …\Approved
    2. Send E-mailMessage Template: "Your document was approved" (Email, Workflow Access)
  3. Rule
    1. "Final approval → file and notify", enabled

Movement on Process is the trigger family for everything that happens inside an approval: arrivals, each approval, each rejection, and completion. Approval by Final Member is the one that means "the whole path is done."

Build the trigger

  1. Go to Administration > Catalogs & Document Types, pick the Catalog and Document Type, click the Workflow tile, then Triggers > New Trigger.

  1. Type: Approval Processes and Movement on Process. Trigger Name: Final approval given.

  1. Approval-Process Evaluation: Single Approval Process. Approval Process: pick the process.

  1. Process Evaluation: Approval by Final Member.

  1. Click Save.

What you should see: a Live trigger — it fires at the instant of the last approval, no schedule involved.

Build the actions

  1. Click Actions > New Action. Type: Content - Move to Folder. Action Name: Move to Approved folder. Under Folder Path, pick the Approved folder with Select a subfolder…. Save.

  1. New Action. Type: Send E-mail. Action Name: Email requester — approved. Choose the template under Message Template:; if the requester varies, its To should be an insert code for the field that holds their address (a "Requested by email" field on the form, for example), otherwise a fixed address. Content Attachment: Attach if they need the signed copy. Save.

Wire the rule

  1. Click Rules > New Rule. Rule Name: Final approval → file and notify.

  1. Add Trigger: Final approval given. Add Action: Move to Approved folder, then Email requester — approved. Apply.

Test it

  1. Start the approval on one test document and have each member approve it in turn.

  1. After the last approval, browse to the Approved folder and check the requester's inbox.

What you should see: the document in Approved, the email delivered, and View History showing the final approval followed by both workflow actions. Nothing should happen after the first approval on a multi-step path — if it does, the Process Evaluation was left at All Approvals.

Variations

Want this insteadChange this
Fire on every approval step, not just the lastProcess Evaluation: All Approvals (or All Approvals Except Final Member)
Fire when the document enters the processProcess Evaluation: New Arrival on Process
Fire when it reaches a particular stageProcess Evaluation: Arrival to Stage, then choose the Stage:
Handle rejections insteadSend a rejected document back to the submitter
Push the approved invoice to accountingExport approved invoices to accounting
Stamp an approved dateAdd Content - Update Date Field with Today's Date (recipe)
Watch a group of processesApproval-Process Evaluation: Approval-Process Group