Huddle notifications, file approval workflow and file versions

Huddle helps you keep track of your files with version control, a clear approvals process, notifications, comments and more.

When a file in Huddle are downloaded for editing, it is marked as locked in the file system as shown below:


You can click on the editor's name to view their profile, or click on the file itself for more information about when the file was locked. You can always access and download the current version of a file whilst it is locked.

All previous versions of your files are stored and accessible in the Version History, and every action performed on a file, including who has downloaded or viewed a file, is stored in the Audit Trail. The approvals process helps everyone keep track of a file's status.

When you click on an unlocked file in Huddle, you'll see the following list of options:


  1. Preview - Shows an online preview of this file (not available for all file types)
  2. Edit Online - allows you to edit this file online (reduced functionality, only available on some file types)
  3. Download - download the file simply for read only usage.
  4. Download and lock for editing - lock this file for editing and download the file to work on
  5. Upload new version - instantly upload the newest version of this file
  6. Delete - permanently this file (only available to the file creator and workspace manager)



Let's have a look at the Huddle approval workflow:


Whenever a file is uploaded to Huddle, the uploader has the opportunity to "assign others to approve" or to "notify others of your change". Notifications occur in many parts of Huddle and simply send a notification message, usually by email, to the selected recipient.

Approvals actually link the file to the selected approver. An approval can also be assigned a due date - meaning that follow up emails will be sent to users as the deadline approaches:



When you set an approval you can provide a personal message to explain your requirements, and Huddle will track the status of all documents waiting for approval within the workspace:


On your dashboard, you can expand this widget to see a list of all of the files that are waiting for your approval, by clicking on the text:


And you can check on the status of files you've requested to be approved here too:




IDEA: You can check who has been accessing your files through Huddle's audit trail. But to quickly spot how popular a file is, use the view count in the top left of your file overview:



Watch the Huddle approvals process in action in the short video (2:37) below: