Approval Rules

Approval Rules are the core engine of the InvestGlass approval process. They define the specific conditions, target objects, and approvers required to automate your business workflows, such as accepting or rejecting a contact, an account, or a document.

What is an Approval Rule?

An Approval Rule orchestrates the approval process by specifying:

• Target Object: What needs to be approved (e.g., a Document, a Contact, an Account).
  • Approvers: Who is responsible for making the decision (usually an Approvers Group).
    • Conditions: The criteria that must be met for the rule to trigger or complete.
      • Communication: How stakeholders are notified (via email or platform notifications).
        

How to Create a New Approval Rule

To create a new Approval Rule, navigate to My Account > Company > Approval Rules.

Click on the Actions button at the top right and select New Approval Rule. The creation process involves five main stages:

Stage 1: Basic Information

• Name: Give your rule a descriptive name (e.g., "Check KYC Contact", "Document Approval Team").
  • Target Object: Select the type of record this rule applies to.
    • Approvers: Choose the Approvers Group responsible for this rule.
      • Automation: Decide if this rule should trigger automatically under certain conditions.
        • Chain Integration: If this rule is part of a larger sequence, select the corresponding Approval Chain and define its step.
          

Stage 2: Conditional Logic

Determine if specific conditions must be met to launch the approval process automatically. For example, you might only want to trigger an approval for contacts located in a specific country due to compliance regulations. You can skip this if no conditions are needed.

Stage 3: Communication Means

Choose how you want to notify the approvers that a request is pending. You can select:

• Notifications: In-app alerts within InvestGlass.
• Emails: Send an email using a predefined Email Template.
• Both: Use both methods for maximum visibility.

Stage 4: Approval Conditions

Define what constitutes a successful approval or rejection:

• All Approved: Every member of the Approvers Group must approve.
• All Rejected: Every member must reject.
• One Approved: Only one member needs to approve. This enables the "I'll do it" button, allowing one person to claim the task.
• Timeout for Approval: Set a time limit for the decision.
• All Responded: The process completes once everyone has given an answer.

You can also enable options like Recall (to cancel the request) or Reassign (to pass it to another team).

Stage 5: Result Communication

Finally, decide how the results of the approval process are communicated. Similar to Stage 3, choose between notifications, emails, or both. You can notify:

• The Approvers
• The Record Owner
• The person who triggered the process
• The creator of the rule

Managing Approval Rules

The main Approval Rules page displays a list of all your configured rules, showing their Name, Target Object, assigned Approvers, Last Modified date, and whether they are currently Active.

You can use the toggle switch in the Active column to quickly enable or disable a rule. The Actions menu allows you to edit or delete existing rules.

Next Steps

After setting up your Approval Rules, you can combine them into Approval Chains to create complex, multi-step workflows (either in series or parallel).