# 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.

Product: content-central · Versions: 7.8+ · Audience: catalog-administrator · Time: 20 minutes · Last verified: 2026-09-05

Canonical: https://help.ademero.com/content-central/workflow/file-and-notify-after-final-approval

**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.**

```plan
scope: document-type
trigger: Approval Processes › Movement on Process | Approval Process: your process · Process Evaluation: Approval by Final Member
action: Content - Move to Folder | Folder Path: …\Approved
action: Send E-mail | Message Template: "Your document was approved" (Email, Workflow Access)
rule: "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**.

2. **Type:** `Approval Processes` and `Movement on Process`. **Trigger Name:** `Final approval given`.

3. **Approval-Process Evaluation:** `Single Approval Process`. **Approval Process:** pick the process.

4. **Process Evaluation:** `Approval by Final Member`.

5. 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**.

2. **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`.

2. **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.

2. 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 instead | Change this |
| --- | --- |
| Fire on every approval step, not just the last | **Process Evaluation:** `All Approvals` (or `All Approvals Except Final Member`) |
| Fire when the document *enters* the process | **Process Evaluation:** `New Arrival on Process` |
| Fire when it reaches a particular stage | **Process Evaluation:** `Arrival to Stage`, then choose the **Stage:** |
| Handle rejections instead | [Send a rejected document back to the submitter](/content-central/workflow/send-a-rejected-document-back-to-the-submitter) |
| Push the approved invoice to accounting | [Export approved invoices to accounting](/content-central/workflow/export-approved-invoices-to-accounting) |
| Stamp an approved date | Add **Content - Update Date Field with Today's Date** ([recipe](/content-central/workflow/stamp-todays-date-when-a-status-changes)) |
| Watch a group of processes | **Approval-Process Evaluation:** `Approval-Process Group` |

## What's next

- [Send a rejected document back to the submitter](https://help.ademero.com/content-central/workflow/send-a-rejected-document-back-to-the-submitter)
- [Export approved invoices to accounting](https://help.ademero.com/content-central/workflow/export-approved-invoices-to-accounting)
- [Set up an approval process](https://help.ademero.com/content-central/workflow/set-up-an-approval-process)