Summary
Learn how to control who can approve listing files for specific offices and file types in Box+Dice. File Approvers help your agency restrict approval rights for important listing documents such as Contracts, Listing Authorities, and Statements of Information, so only the right users can approve files before they are used more widely.
This article covers:
- About file approvers
- Add a file approver
- Understand how file approver rules work
- Understand what happens when file approver rules exist
- Understand what happens if no file approvers are configured
About file approvers
File approvers enable your agency to designate individuals authorised to approve listing files for specific offices and file types. This feature is especially useful for compliance-sensitive documents, where approval rights may need to be limited to certain users such as directors, compliance staff, or sales administrators.
Implementing file approvals helps maintain control over important listing documents before they are shared externally or incorporated into standard listing workflows. This setting allows you to specify who can approve particular file types for designated listing offices.
Add a file approver
Use the File Approvers page to create an approver rule for a consultant, office, and file type combination. The setting controls approval by file type and office, so the rule should match how your agency wants approvals to work for each document type.
To add a file approver:
- Go to Settings > Listings
- Select File Approvers
- In the Consultants field, select the consultant who should be allowed to approve the file
- In the Office field, select the office the approval rule should apply to
- In the File Type field, select the file type the consultant is allowed to approve
- Contract - Enables the Send Contract button in the Buyer Leads screen and Agent App
- Listing Authority - Only one file can be marked as Listing Authority. If you select this, any previously marked Listing Authority file will be unmarked
- Statement of Information (SOI) - For Victoria only; these are sent to the portals and have a maximum size of 2 MB
- Other - Select this for any file that doesn’t fall under the above categories. The file is still stored and accessible, but it does not trigger special functionality
- Click Save
The new rule is then added to the Existing file approvers list, where it can be enabled, reviewed, or removed later.
Understand how file approver rules work
File approver rules are designed to be specific. Approval can be controlled at the file-type and listing-office layers. This means the rule should match the exact office-and-file-type combination you want to permit.
In practice, that means:
- If a consultant should be able to approve Contract files for one office, add a rule for that consultant, that office, and Contract
- If the same consultant should also be able to approve Statement of Information files, add the relevant file type combination as well
- If the same consultant should approve the same file type for more than one office, add the required office combinations
This is important because the approval restriction is not described as a broad “approve all listing files” permission. It is configured more precisely by office and file type.
Understand what happens when file approver rules exist
Once your office starts using File Approvers, the approval behaviour changes. When consultants are added to the File Approvers settings, the system shifts from “everyone is allowed unless restricted” to “only approved users in the list can approve that file type for that office”.
That means:
- Users cannot simply leave the approver blank if the file type and office are controlled by File Approvers
- The uploader must choose an approver from the allowed list
- Only the consultants configured for that office and file type will appear as valid approver options
This helps enforce approval workflows for sensitive listing documents before those files become available for broader use.
Understand what happens if no file approvers are configured
If the File Approvers page is left blank, the old behaviour continues. When no consultants are specified as file approvers, any user may set themselves as the approver or nominate someone else, or simply not set an approver at all.
In practical terms, if your office is not using File Approvers:
- Users can upload files without a restricted approver list
- A user can set themselves as the approver, or nominate another user
- If the approver field is left blank during upload, the system treats the uploader as the approver; the file becomes auto-approved, and continues through the normal workflow
What's next?
Learn how to upload files to a listing and configure file options, including file type, approver, consultant group visibility, website publishing, Agent App access, and expiry dates. Files can now also be sent through an approval workflow before they become available for wider use.