Approval Process Setup

Overview of the Approval Process

The approval process is essential for accepting or rejecting a contact, account, or document.
This tool automates workflows and minimizes email exchanges.

1. Approval Rule: Orchestrates your approval process.
2. Approval Chain: Orchestrates the approval process in series or parallel.
3. Approvers: Groups of members authorized to vote during the approval process.

All current approval processes are accessible under the Approval Requests tab in the navigation menu.

Approvers

To set approvers for contacts or documents:

1. Go to My Account, then click on Company.
2. Navigate to Approvers.

Steps to set approvers:

1. Click on the Actions button in the top right.
2. Select New Approver.

You can name the approver or team (e.g., Sales Team) and select the members entitled to approve or reject requests.

Note: Approvers can also manage travel requests. To enable this, select Including Travel Request Approval in the approvers' settings.

Approval Rules

Approval rules are found under My Account – Company – Approval Rules.

To create a new approval rule:

1. Click on Actions in the top right.
2. Select New Approval Rule.

Stages of Creating an Approval Rule:

• Stage 1: Name the rule, define the target object, select approvers, and set automation options.
  You can also create an approval chain and define its step within the rule.
• Stage 2: Set conditions to trigger the approval process automatically.
  If not needed, skip the conditional logic.
• Stage 3: Choose how to communicate the approval process via notifications, emails, or both.
  Select an email template if required.
• Stage 4: Define conditions for approval or disapproval:
  • All Approved
  • All Rejected
  • One Approved (enables the I'll do it option)
  • Timeout for Approval
  • All Responded
• Stage 5: Set communication options for sharing results with approvers, record owners, and other relevant parties.

Options like Recall and Reassign are also available.

Recall: The Recall option allows you to cancel or withdraw an ongoing approval request. When an approval request is recalled, it effectively stops the process, preventing any further action from being taken on that particular request. This can be useful if, for example, the request was initiated by mistake, the conditions have changed, or you need to make adjustments before resubmitting it for approval.

Reassign: Reassign approval requests only within your group.
To manage groups, go to My Account – Company – Members.

Widget in Apps: Display the approval process on the App page using the Approval widget.

Approval Chains

Approval chains are located under My Account – Company – Approval Rules, in the Approval Chains tab.

To create a new approval chain:

1. Click on Actions in the top right.
2. Select New Approval Chain.

Name the chain and select the target object (Contact, Account, or Document).
Use the chain as defined in the approval rule process.

Email templates

Email templates are used for communication in the approval process.
Access them via My Account – Company – Communication, under the Email Templates tab.
You can create or modify templates, add dynamic variables, and set the type and subject.

Approval Request

When an approval process is launched, notifications are generated at each chain stage.
From the notification center or bell icon, you can:

• Accept
• Reject
• Recall (if enabled)
• Reassign (if enabled)
• I'll do it (for one approved behavior)

To view the history of an approval rule, go to the Approval Requests tab within the relevant object and click on the three dots for detailed logs.

Your approval process setup is now complete!