Workflows and Approvals

Overview

Workflows let you automate the processes in your project. In a visual editor you build a flow that starts with a trigger and then moves step by step: paths that branch on a condition, actions such as sending an email, wait periods and approval steps. This way, rules like “notify the right person when a task is completed” or “remind everyone of pending work every morning” can be handed over to the system instead of being tracked by hand.

One of the most powerful parts of a workflow is its approval processes. A request or document can pass through a single approver or several sequential levels. For example, a purchase request might go first to the manager, then to the director, and — if the amount is high — to senior management as well. Each level approves, rejects or sends it back for revision, and every one of these steps is recorded.

You can define approval templates at both the organization and the project level, and set up different chains based on conditions such as the amount. Approvers see the work that falls to them in a single “pending approvals” list and manage it from one place. A full history is kept for every approval record, so you can always see who made which decision and when.

Who uses it

• Process designers: Managers or process owners who build triggers, conditions and approval steps in the workflow editor.
• Requesters: People who submit a record for approval. They can withdraw a request, or fix and resubmit it if it is rejected.
• Approvers: The people who decide at each level of the approval chain. They approve, reject, ask for a revision, or — before deciding — send it to an “intermediate approver” to get an expert’s opinion.

Step-by-step process

1. Create a new workflow. In the Workflows section start with “New Workflow”, enter a name and an optional description.
2. Choose the trigger. Decide when the flow should start: run by hand (Manual), run at set intervals (Scheduled), or start when a record event occurs (Event-based).
3. Add the steps. In the visual editor drag and connect the nodes: line up your condition, action, delay and approval steps.
4. Define the conditions. In a condition step, use the visual rule builder to create “and/or” groups (for example “priority is high and no one is assigned”). The flow branches to the “Yes” or “No” path based on the result.
5. Configure the approval steps. In an approval step, set how many levels there will be and who approves at each level. If needed, define different chains based on amount ranges.
6. Save and activate. Save the flow and make it active. An active flow runs automatically when its trigger occurs.
7. Manage approvals. For records sent for approval, approvers proceed from the “pending approvals” list; every decision is written to the history and the relevant people are notified.

Process flow

flowchart TD
    A[Create request: Draft] --> B[Submit for approval]
    B --> C[Level 1: Manager]
    C --> D{Decision?}
    D -- Approve --> E[Level 2: Director]
    D -- Reject --> F[Rejected]
    D -- Send for revision --> G[Awaiting revision]
    G --> B
    E --> H{Decision?}
    H -- Approve --> I[Approved]
    H -- Reject --> F
    H -- Send to intermediate --> J[Expert opinion gathered]
    J --> H

Frequently asked questions

How do I set up multi-level approval? In an approval template you define sequential levels; for example, Manager first, then Director, and finally Senior Management. Levels proceed in order: one level cannot start until the previous one has approved. If any level rejects, the process stops there and the request is considered rejected.

Can the approval chain change based on the amount? Yes. You can add an amount-range condition to templates. For example, requests below a certain amount pass through the manager only, while those above it also require director and senior-management approval. When a record is submitted, the system automatically picks the template that best matches the conditions.

What is intermediate approval? Before making their own decision, an approver can temporarily bring someone else into the process. For example, a manager who wants to be sure about a technical point first routes the request to an expert; after receiving the expert’s opinion, they make their own decision. Intermediate approval is a way to get an extra opinion without changing the main chain.

Can I withdraw my request after submitting it for approval? Yes. You can withdraw a request while it is still in the approval process; this ends the approval chain and cancels the request. If a level sent the request back for revision, you can make the required changes and resubmit it for approval.

Where do I see my pending approvals? All approvals that fall to you are collected in a single “pending approvals” list. You are notified when a level reaches you; from the list you can open the request and approve it, reject it, ask for a revision, or send it to an intermediate approver.

What is the difference between an organization-level and a project-level template? Organization-level templates set the default approval rules that apply to all projects. If a project needs a different approval flow, you can define a template specific to that project to override the organization rule. The system applies the project-specific template first, and the organization template if none exists.