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Some AI-assisted actions can affect project content. The approval guardrail is on by default, so Collivo may ask before running those actions.

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Why approvals matter

Approvals help prevent accidental changes, unexpected file creation, or actions that should be reviewed by a person first. You may see an approval request when an agent wants to take an action that changes something in your project or uses a connected tool on your behalf. Common examples include:
  • Creating a new file, replacing an existing file, or updating a draft in place.
  • Working with a complex file, such as revising an Office document, preparing a PDF-based deliverable, analyzing a spreadsheet, or generating a widget.
  • Accessing a document or folder outside the current working folder.
  • Changing project material, such as a whiteboard, kanban board, folder, or project plan.
  • Posting or sending something for you, such as a Circles message or project update.
  • Accessing an external system through a connected account or supported agent tool.
  • Making a change in a shared location, including content in or a folder other people can use.
  • Moving the current chat to a different working folder at the agent’s request.

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Review before approving

Before approving, check:
  • Action — does the action match what you asked for?
  • Target — is it the right file, folder, or project?
  • Impact — could it expose or change sensitive work?
  • Visibility — is anything the agent should not use hidden from AI? See Hide content from AI discovery.
If anything looks unexpected, decline the request and ask the agent to explain or revise the plan.

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Approve once, or for the session

Each approval request gives you three choices:
  • Deny — reject this action. The agent stops and can explain or revise its plan.
  • Approve Once — allow just this one action. The next action of the same kind will ask again.
  • Approve All — allow this action and future actions of the same type for the rest of your session, so you are not prompted repeatedly for routine work.
Use Approve All only when you are comfortable letting that kind of action run without a prompt each time. Moving a chat to another working folder is a separate approval each time. Review the destination for every move, even if you approved other actions for the session.

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Speed up work in your Private area

Approving each step can slow down routine work on your own drafts. For supported personal work, you can use the approval shield to relax the approval guardrail and speed up turns. The guardrail stays on until you choose to relax it, and that choice applies to the current chat. The control is available when you are working in your area, or in a folder that contains it — it is meant for personal work rather than shared project content. While the guardrail is relaxed, an agent can change a file without asking when the file is both:
  • inside your area, and
  • inside the current working folder.
Everything else still comes to you for approval, including:
  • A file outside the current working folder.
  • Content in a folder, or anything belonging to someone else.
  • External tools and connected accounts.
  • Actions that do not target a specific file, such as running code.
Turn the approval guardrail back on at any time to go back to approving each change. For where to find the control, see Agents.

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After approval

After an approved action completes, review the result. If the output is not what you expected, ask for a correction, or restore the earlier content — see Version history and restore.