Sending requests
A deep dive into creating requests, managing recipients, and tracking responses.
On this page
Creating a request
Click New request in the sidebar. Every request needs at least a title and one recipient. Files are optional — you can send a text-only request for situations where no files are needed.
You can optionally assign the request to a project to keep your dashboard organised.
Uploading files
Drag and drop files onto the upload area, or click to browse. Supported formats include:
- Images: JPG, PNG, GIF, WebP, SVG
- Documents: PDF
Files are uploaded directly to secure cloud storage. Large files may take a moment to upload — a progress indicator is shown for each file.
Storage limits: Each plan includes a storage quota (50 GB, 200 GB, or 1 TB). Files are counted against your quota until the request is deleted.
Adding recipients
You can add recipients in two ways:
- Manually: Type their email address (for email/WhatsApp) or phone number (for SMS).
- From contacts: Click From contacts to pick from your saved contact book.
There is no limit on the number of recipients per request. Each recipient gets their own unique review link and decision is tracked individually.
Notification channels
For each recipient you can choose how they receive their notification link:
- Email — A branded HTML email with a direct review link. The most common option.
- SMS — A short text message with the review link. Good for recipients who prefer mobile.
- WhatsApp — A WhatsApp message sent to their phone number.
SMS and WhatsApp require a valid phone number in international format (e.g. +49 170 1234567). You can mix channels within a single request.
Approval options
By default, reviewers can choose from three decisions: Approve, Request changes, or Reject. You can customise these labels in the Approval options section of the request form if you need different terminology.
PIN protection
For sensitive files you can set a PIN code. Recipients must enter the PIN before they can view the request. The PIN is not sent through CleverApprove — you share it with recipients separately (e.g. by phone or in-person).
To enable PIN protection, tick Secure with PIN at the bottom of the new request form and enter a 4–8 digit code.
Setting an expiry date
An expiry date automatically closes the request link after a set date and time. Reviewers who visit the link after expiry will see a message that the request has closed. You can still view all responses on your dashboard.
Saving as draft
If you're not ready to send, click Save as draft. Drafts appear in your dashboard under the Open filter. You can return to edit and send them at any time.
Reminders
CleverApprove can automatically remind reviewers who haven't responded. The default reminder schedule is configured in Settings → Workspace. You can override this per request in the Reminders section of the request form.
You can also send a manual one-off reminder at any time from the request detail page.
Sending a new version
After receiving feedback you can upload revised files and send a new version to all or selected recipients — without creating a new request. From the request detail page, click Send new version, upload the updated files, and optionally add a message explaining what changed.
All previous versions and responses are retained in the request history.
Closing a request
Once you're done with a request, click Close request on the detail page. Closed requests can no longer receive new responses. You can optionally send a closing message to all recipients. Closed requests are moved to the Archived section of your dashboard.