Google announced on November 8, 2021 that formal approvals for Docs, Sheets and Slides would reach more Workspace users, with documents remaining editable by default while approval was pending. For a small business collecting sign-off on a contract or other shared file, that removes an immediate freeze on drafting—but an edit means every reviewer must approve the latest version again. Business Standard and Business Plus were among the eligible editions; Business Starter and personal Google Accounts were excluded. [S1]
Teams following the earlier beta instructions face a different sequence. Google’s July 2019 description said sending a file for review stopped content changes, including adding or resolving comments inside the document. An editor could unlock it, cancelling the review request, and request reviews again after revisions. The November 2021 announcement instead described an unlocked default until full approval, with the option to lock earlier. A business can choose when to stop editing rather than treating every approval request as the end of drafting. [S1][S2]
Under the November rules, every requested reviewer must approve the file; one rejection rejects the request for everyone. Changes during review trigger email notifications and require all reviewers to approve again. Once everyone approves, the file locks. Google also says unlocking cancels the current approval request. Approval of a working draft does not carry forward automatically after an edit. [S1]
Availability had its own timetable. Google scheduled the administrator setting to roll out from November 8, with enforcement beginning November 15. The end-user rollout was due to start November 15 for Rapid Release domains and November 24 for Scheduled Release domains, with up to 15 days for feature visibility in each case. A business on an eligible edition therefore could not assume the approval controls were ready on the announcement date. [S1]
Administrators were told the feature would be on by default, with controls at domain, group or organizational-unit level. Requesters could add a due date to prompt email reminders, including overdue reminders, or lock a document to prevent edits, comments and suggestions. Locking early therefore stops discussion inside the document as well as changes to its text—a reason to settle comments before starting a locked review. [S1]
Source documents
- Request and review formal document approvals in Google Docshttps://workspaceupdates.googleblog.com/2021/11/request-and-review-formal-document.html
- Request and review formal document approvals with a new betahttps://workspaceupdates.googleblog.com/2019/07/drive-approvals-beta.html