External Approver Portal: Approving Workflows from an Email Link (No Login Required)

What it is

The External Approver Portal is a special, standalone page that lets anyone outside your organization take part in a workflow decision. When a workflow reaches a task step that is assigned to an external party — a contractor, vendor, auditor, or customer — the system automatically sends them a personalised email containing a secure link. Clicking that link opens the portal directly. No username, password, or RAPTIX account is needed.

The portal shows the task details, any documents attached to the request, a field to leave a comment, and the action authorised by that link (for example, Approve or Reject). A task can also contain a Task Form with required text, choices, checkboxes, dates, or file uploads. In that case, confirming the authorised action validates and submits the form and routes the workflow; there is no separate Submit button.

Why it's useful / Key benefits

• Bring external partners into your approvals without giving them a system account — contractors, vendors, auditors, and customers can participate in structured decisions without ever seeing the platform login screen.
• A link is all they need — the action link works in any browser on any device, including mobile. No app to install, no account to create.
• Review documents before deciding — if files were attached to the request (contracts, specifications, reports), the portal displays a full inline PDF viewer so the external approver can read the document without downloading it.
• A secure, single-use link — each link is cryptographically protected and expires after it is used, so a forwarded or leaked link cannot be used by an unauthorized party.
• Automatic bot and accidental-click protection — a five-second countdown runs before the confirmation button becomes active, preventing accidental or automated submissions.
• Tamper-proof audit record — the decision is recorded against the workflow instance with a timestamp, and the portal cannot be used more than once for the same action.
• Optional document upload — the workflow designer can configure the portal to accept supporting files from the external approver, allowing them to submit signed copies or evidence as part of their decision.

Before you start

• You do not need a RAPTIX account. The link in your email is all you need.
• Open the link in any modern web browser (Chrome, Edge, Firefox, or Safari) on a computer, tablet, or phone.
• Make sure you are connected to the internet.
• The link is personal — it is generated specifically for you and this specific task. Do not share it with others; if someone else follows it and submits an action, that decision will be recorded as yours.

How to use it — step by step

Receiving and opening the link

1. Open the email sent to you by the organization that uses RAPTIX. The email will describe the task, include key details about the request, and contain a prominent button or link labelled with the action (for example, Approve, Review, or Confirm).

2. Click the button or link. Your browser opens the External Approver Portal. No login page appears.

The security countdown

3. A short 5-second countdown appears at the bottom of the decision panel, showing a message like Security verification — please wait before confirming. alongside a large amber countdown number.

   This countdown prevents automated bots and accidental clicks from submitting the action. Wait for the counter to reach zero.

4. When the countdown completes, the panel changes to a green confirmation bar reading Identity verified — you may proceed. The action button becomes fully active.

Reading the task information

5. The Task panel at the top of the decision area shows:

   • Task title — the name of this approval step (for example, "Vendor Contract Review" or "Contractor Approval").
   • Assigned to — the email address to which this task was sent (your email address).

6. If the request form contained data that the workflow designer marked for external display, a collapsible Workflow Data panel appears below the task title. It shows each field and value from the original submission — for example, project name, amount, dates, requester name.

   Click the Workflow Data header to expand it. Use the Search box inside to find a specific field quickly.

Reviewing attached documents

7. If documents are attached (contracts, drawings, reports), they appear automatically in the PDF viewer on the left side of the screen (desktop) or as a full-screen overlay (mobile).

8. If more than one document is attached, tab buttons appear at the top of the viewer, labelled with the filename. Click each tab to switch between documents.

9. Use the PDF viewer's built-in controls to:

   • Navigate between pages (arrow buttons or page number input).
   • Zoom in and out.
   • Use annotation tools if you wish to mark up the document (stamps, text, freehand drawing). Any marks you add will be included when you submit your decision.

Adding a comment (if required or optional)

10. If the workflow step requires a comment before you can confirm, a Comment field marked with a red asterisk (*) appears in the decision panel. Type your response, reason, or notes in the text area.

    If the comment field is present but not marked as required, you may optionally leave a comment. This is recommended for clarity, especially for rejection or hold decisions.

Uploading supporting documents (if requested)

11. If the workflow step requires you to upload files, a Required Documents section appears listing one or more upload fields, each labelled with a document name (for example, "Signed Agreement" or "Proof of Compliance").

    Indicator	Meaning
    Required badge (red)	You must upload a file to this field before confirming.
    Max N MB text	The maximum file size allowed for this field.
    Click to select file(s) area	A dashed upload zone. Click it to open a file picker.

12. Click the upload zone for each field and select the file(s) from your computer. The field shows the filename once selected. To remove a file, click the × next to its name.

Confirming your decision

13. Verify that:

    • The security countdown has completed (the green "Identity verified" bar is visible).
    • You have added a comment if one is required.
    • You have uploaded all required documents.

14. Click the Confirm [Action Name] button. The button label includes an emoji and the action name — for example, ✅ Confirm Approve or ❌ Confirm Reject.

15. On success, the page transitions to a confirmation screen with a green checkmark and the message Action Completed! Your response has been recorded successfully. This window will close automatically.

    The browser closes the tab automatically after a few seconds. If it does not close on its own (some browsers block automatic tab closure), you can close it manually.

If the link has already been used

If you (or someone else) already submitted an action using this link, opening it again shows a gold screen with the message Already Processed — This task has already been completed by a previous action. No further response is needed.

This is expected behaviour and means your earlier decision was recorded correctly. You cannot submit again with the same link.

If the link is expired or invalid

If the link was incorrectly copied, has expired, or contains an error, a red screen appears: Link Error — This link may have expired or already been used. Contact the person who sent you the request for a new link, if needed.

Options & settings explained

Tips & best practices

• Read the Workflow Data carefully before clicking Confirm, especially for approval requests involving amounts, dates, or quantities — this data comes directly from the original submission and is what you are approving.
• Use the PDF viewer's annotation tools if you want to mark up a document (for example, to indicate specific clauses you are approving or areas of concern). Your annotations are captured and saved automatically when you submit.
• Do not share your link — this link is unique to you. If someone else uses it, the decision will be recorded as your decision. If you believe your link has been compromised, inform the requesting organization immediately.
• Leave a comment even when it is not required — a brief explanation helps the requesting organization understand your decision, especially for rejections or holds.
• If you need to review the documents on a larger screen, copy the link from the email and open it on a desktop browser — the two-column layout with the full PDF viewer is much easier to read on a large screen than on mobile.
• If your decision is time-sensitive, check the email for any stated deadline. The portal does not display a deadline, but the requesting organization may have configured automatic escalation or expiration on their end.

Frequently asked questions

Q: Do I need to create an account or install anything? No. The link works in any modern web browser. You do not need a RAPTIX account, and no app installation is required.

Q: How do I know this link is legitimate and safe? The link comes from the email domain of the organization that sent you the request. The portal URL will match the domain of their RAPTIX installation. If you are unsure, contact the requesting organization through a separate channel (phone or a known email address) to verify before clicking.

Q: The countdown timer ran but the Confirm button is still grey. Why? Check whether there is a required Comment field (marked with a red asterisk) that you have not filled in, or a Required Documents upload field that still shows no files selected. All required fields must be completed before the button becomes active.

Q: Can I save my progress and come back later? No. The portal is a single-action page. You must complete your review and confirm the action in one session. If you close the browser before confirming, the task remains pending and you can use the same link again (until it is used or expires).

Q: I accidentally clicked Confirm with the wrong decision. Can I undo it? Once you confirm, the decision is recorded in the workflow and cannot be undone through the portal. Contact the organization that sent you the link immediately — they may be able to intervene or re-route the workflow from their admin screen.

Q: The page shows "Already Processed" but I have not taken action yet. What happened? Someone else may have used the same link, or the task was completed by another means (for example, an internal approver also had access and took action first). Contact the requesting organization for clarification.

Q: Can I annotate the PDF and will those annotations be saved? Yes. If you draw, stamp, or type on the PDF in the viewer, those annotations are captured and saved as a new version of the document when you submit your decision. The original document is preserved; your annotated version becomes a separate file in the workflow record.

Q: What happens after I click Confirm? Your decision is recorded in the workflow. The workflow engine immediately advances to the next step — which might trigger another email to a different approver, send a notification to the requester, or complete the workflow entirely. You will see the success screen and the tab closes automatically.