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Working with Approvals

A basic guide to working with the approval system - from creating a record to tracking its status.

Basic Workflow

1. Creating a Record

When you create a record that requires approval:

  1. Fill in all mandatory data.
  2. Save the record.
  3. The system automatically:
  4. Creates an approval record
  5. Locks fields for editing
  6. Sets the status to "Pending Approval"
  7. Sends a notification to approvers

Field Locking

During approval, the record fields are locked and cannot be edited. This prevents changes during the approval process.

2. Approving a Record

If you have permission to approve:

  1. Open the record pending approval.
  2. Check the data.
  3. Click the "Approve" or "Reject" button.
  4. Optionally add a comment.
  5. Confirm the action.

3. Status Tracking

In the record, you can see: - Approval Status - current state (Pending/Approved/Rejected) - Approval History - who approved/rejected and when - Remaining Approvers - who still needs to approve - Comments - notes from approvers

Approval Buttons

In the record detail, you see different approval buttons based on your role:

Button Description Icon
Approve as Manager First level of approval
Approve as Director Second level of approval
Final Approval Last level (CEO) ⭐
Reject Rejecting the request
Return for Modification Return with a comment ⮐

Permissions

You only see buttons if: - You have the appropriate role or team - Previous levels have been approved - The record is not yet finally approved/rejected

Common Actions

Withdrawing a Request

If you are the originator of the record and want to withdraw it:

  1. Open the record.
  2. Click ⋮ Options.
  3. Select "Withdraw Request".

Conditions for Withdrawal

You can only withdraw a request if: - You are the originator of the record - The record has not yet been approved - The system configuration allows it

What Happens After Rejection?

After rejection: - The status changes to "Rejected" - Fields are unlocked - You can make edits - You can resubmit for approval

Adding a Comment

When approving or rejecting, you can add a comment: - State the reason for rejection - Add notes for modification - Provide additional information

Next Steps: - Multi-level Approval - How multi-level workflow works - Dashboard and Notifications - Setting up the widget and alerts