Nothing leaves the office without approval

Every office has a rule, spoken or not, about what may leave the building without a second look. A letter to a client. An invoice. A page published on the website. When an AI assistant joins the team, the rule needs to be written down in a place the assistant cannot talk its way around.

Drafting is cheap, sending is not#

An assistant can prepare a great deal in seconds: an invoice as a PDF, an email to the client that carries it, a message about a moved appointment. None of that carries consequences until it is sent. Nabcloud keeps the two moments apart. The assistant prepares; a person decides.

Emails to clients and other risky steps wait in Approvals. The queue shows what is new, lets you open one approval in full, and keeps a history. You see exactly what would happen. You may edit it first. Then you approve, or you leave it.

Only a person decides#

Asking for an approval and settling it are separate steps, and only a person settles one. An assistant can ask, and can withdraw a request it made. It cannot answer its own question. This is the point of the design, not a limitation: the person who is accountable for the office remains the one who says yes.

What this looks like in a small firm#

The following is an illustration. The firm, the client and the amounts are made up.

A two-partner firm asks its assistant on Monday morning to invoice the first consultation for a new client. The assistant drafts the invoice in the workspace and drafts the email that will carry it. Neither is sent. At ten o'clock a partner opens Approvals, reads the email, corrects the salutation and approves it. The step is recorded in the audit trail: what was prepared, by which assistant, and who approved it.

Nothing about this slows the assistant down. It does the preparation while nobody is at the desk. The only thing that waits is the decision.

Drafts are not promises#

A draft saved in your workspace is a working paper. It has not been issued, sent or published, and nobody outside the office has seen it. This matters when you ask for several things at once: you can let the assistant prepare ten, review them together, and approve the six that are right.

A few habits that help#

• Ask the assistant to prepare, then check the queue at fixed times, for example morning and late afternoon.
• Keep the people who may approve few and named. Owners and admins hold the sensitive steps.
• Treat templates and drafts as a starting point. They are not legal, medical or financial advice, and you remain responsible for what you send.

The approach is simple on purpose. A quiet office is one where nothing surprising reaches a client. Read more under approvals and audit, or see how access works on request access.