Approvals & Sending

The core safety principle

AI drafts. Humans decide.

• Generating a draft does not send an email.
• Approving a draft does not automatically send an email.
• Sending is always a separate, further, explicit action — and only possible at all in a workspace VRsion Pro has specifically enabled for it.

The AI never autonomously contacts a prospect, under any current configuration.

The Approval Center

Go to Approvals. The page header says it plainly: "Review actions before your AI workforce executes them." And directly beneath it: "AI generates the drafts below — it can be wrong. Nothing here is sent, posted, or otherwise executed externally until you explicitly approve it and then explicitly queue it."

Only owners and admins can approve, reject, or queue. Members can view but see "Only owners and admins can approve or reject."

The state machine

Only these states actually exist in the product. Every draft moves left to right:

Draft generated
   → Pending review
      → Approved  ──┐         → Rejected (end state)
                     │
                     ▼
            Approved — ready to queue
                     │
                     ▼
                  Queued
                     │
                     ▼
                 Executing
                     │
        ┌────────────┼────────────┐
        ▼            ▼            ▼
    Succeeded      Failed      Uncertain

• Pending review — waiting for an owner/admin to Approve or Reject.
• Approved — a human has confirmed this draft is accurate and ready. This does not send it.
• Approved — ready to queue — shown as a distinct section on the Approvals page once approved, for any draft type that has a real external effect (currently, outreach emails).
• Queued — an owner/admin has clicked Queue approved action, a second and separate explicit step from approving.
• Executing — the queued action is actively being processed.
• Succeeded — the email was sent.
• Failed — the send did not go through.
• Uncertain — the outcome could not be confirmed either way. See Troubleshooting — never resend blindly on an uncertain result.
• Rejected / Expired / Cancelled — end states where nothing was or will be sent.

Approve ≠ Send. This is the single most important distinction in the product. An approved draft that is never queued simply sits there, harmless, indefinitely.

Reviewing an approval

Each pending item in the Approval Center shows: the acting agent, the action type ("Draft email" or "Create internal note"), the reason/rationale, the prospect context (company, contact, fit, recommended offer) when relevant, the full proposed content, and the policy decision. For outreach emails, that policy decision is always "Approval required" — there is no configuration that allows an outreach email to bypass human approval.

• Click Approve if the draft is accurate and ready.
• Click Reject if it isn't — then, if appropriate, go back to the prospect and generate a fresh draft.

Queueing and sending

Once approved, an outreach email shows a Queue approved action button — but only if your workspace has sending enabled (see below). Clicking it is a distinct, explicit action from approving, and is the only thing that ever moves an approved draft toward actually being sent.

Sending availability is not self-service

Whether "Queue approved action" is even available depends on your workspace's execution setting, visible under Settings → Pilot readiness. If sending isn't enabled for your workspace, an owner/admin sees: "Controlled execution must be activated by VRsion Pro after a separate safety review."

This is not a workspace preference you can toggle yourself. VRsion Pro enables sending for a workspace only after reviewing it — this is by design, not a missing feature.

Daily quota

Every workspace has a daily email-sending limit. Your remaining quota for today is shown on the Overview page ("Today's usage") and on Settings → Pilot readiness. Once the limit is reached, no further sends will go through until it resets the next day — approving and queueing still work, but the actual send will not proceed past the limit.

VRsion Pro can disable sending at any time

Sending can be turned off for your workspace by VRsion Pro at any time, for any reason (including simply pausing between certification windows). If sending is off, approved-and-queued items are not lost — they wait safely until it's re-enabled.

Failed or uncertain sends

Do not blindly retry a failed or uncertain send. See Troubleshooting for the safe next step.

What this means day to day

In practice, your team's job is: qualify → review → generate a draft → review the draft carefully → approve → queue. The last step (queue) only does something when VRsion Pro has enabled sending for your workspace — otherwise your approved, queued-when-possible drafts are simply ready and waiting.