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Approvals are a key feature in Elementum that enable structured review and sign-off workflows. Users can request approvals manually, or automations can start approval processes automatically based on specific triggers and conditions.

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Overview

The approval system provides flexible workflow management where:
  • Users can initiate approval requests for critical decisions
  • Automations can automatically trigger approval processes based on data changes or business rules
  • App Admins can configure automations to listen for approval events and move processes forward
  • Multiple approval types support different business scenarios

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How Approvals Work

  • Manual Requests
  • Automated Triggers
Users can request approvals directly through the application interface when they need sign-off on:
  • Financial transactions above threshold amounts
  • Document submissions requiring legal review
  • Status changes that affect project timelines
  • Resource allocations for team assignments
App Admins can write automations that listen for approval events and automatically move processes forward when the right people have recorded approvals or denials.

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Common Approval Scenarios

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Purchase Order Approval

Scenario: Purchase orders over $1,000 require manager approval Configuration:
  • Trigger: Amount field > $1,000
  • Approver: Direct manager
  • Locked fields: Amount, vendor, description

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Document Review

Scenario: Legal documents need review before execution Configuration:
  • Trigger: Document type = “Contract”
  • Approver: Legal team group
  • Required approvals: 2 of 5 legal team members

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Time-Off Requests

Scenario: Employee vacation requests require supervisor approval Configuration:
  • Trigger: Manual request submission
  • Approver: Employee’s supervisor
  • Delegate: Department head (when supervisor unavailable)

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Budget Changes

Scenario: Budget modifications need finance and department head approval Configuration:
  • Trigger: Budget variance > 10%
  • Approvers: Finance Manager → Department Head
  • Sequential approval required

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Configuration Guide

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Basic Settings

Purpose: Unique identifier for the approval processBest Practice: Use descriptive names that clearly indicate the purposeExamples:
  • “Purchase Order Approval - Over $1K”
  • “Legal Document Review”
  • “Employee Onboarding Sign-off”
Purpose: Link approval to specific workflow stage Best Practice: Align approvals with logical business process stages Examples: - “Review” stage for document approvals - “Pending Approval” stage for purchase orders - “Manager Review” stage for time-off requests
Purpose: Restrict field modifications during the approval processBest Practice: Lock fields that shouldn’t change during reviewExamples:
  • Amount and vendor fields for purchase orders
  • Contract terms for legal documents
  • Request dates for time-off approvals

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Approval Types

  • Approval Chain
  • Ad Hoc Approval Chain
Sequential approver workflow where each approver must act before the next can proceed.Best for:
  • Budget approvals requiring multiple levels
  • Document reviews with hierarchical sign-off
  • Project milestone approvals
Example Configuration:
  1. Direct Manager
  2. Department Head
  3. Finance Director
  4. CFO (for amounts > $10,000)

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Button Customization

Customize approval interface to match your business terminology:
Approve Option: “Authorize” (9/20 characters)Deny Option: “Reject” (6/20 characters)
Approve Option: “Sign Off” (8/20 characters) Deny Option: “Send Back” (9/20 characters)
Approve Option: “Grant” (5/20 characters)Deny Option: “Decline” (7/20 characters)

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Advanced Features

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Approval Delegates

Set approval delegates to ensure business continuity when approvers are unavailable.
Delegation Options:
  • Temporary delegation for planned absences
  • Automatic fallback to delegates when approvers don’t respond
  • Time-based delegation for specific periods
  • Notification management to keep delegates informed
Example Setup: Primary Approver: John Smith (Finance Manager) Delegate: Sarah Johnson (Assistant Finance Manager) Delegation Period: Dec 15-25, 2024 Auto-delegate after: 48 hours of no response

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Group Approvals

Groups can participate as approver steps with customizable voting requirements:
  • Majority Vote
  • Unanimous
  • Custom Threshold
Configuration: 3 of 5 approvals required from Legal TeamUse Case: Document reviews where majority consensus is sufficientSettings:
  • Group: Legal Team (5 members)
  • Required approvals: 3
  • Denial threshold: 2 (process stops if 2 members deny)

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Automation Integration

Automations can automatically manage approval processes based on business rules and conditions.
Automation Actions:
Trigger Examples:
  • Purchase order amount exceeds $1,000
  • New employee record created
  • Contract upload detected
  • Budget variance threshold reached
Configuration Example:IF Amount > $1,000 THEN Start “Purchase Order Approval”
Trigger Examples:
  • Small amounts within delegation authority
  • Pre-approved vendor purchases
  • Routine maintenance requests
  • Employee data updates
Configuration Example:IF Amount < $100 AND Vendor = “Approved Vendor” THEN Auto-approve “Purchase Order Approval”
Trigger Examples:
  • Requests exceeding budget limits
  • Invalid or incomplete data
  • Policy violations detected
  • Duplicate submissions
Configuration Example:IF Amount > Budget_Remaining THEN Auto-deny “Purchase Order Approval” WITH Reason “Exceeds available budget”
Trigger Examples:
  • Underlying data changes significantly
  • Requestor cancels original request
  • Deadline passes without action
  • Higher priority conflicts arise
Configuration Example:IF Original_Amount != Current_Amount THEN Cancel “Purchase Order Approval” WITH Reason “Purchase order amount changed”

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Approval Workflow States

  • Pending Approvals
  • Approvals to Date
Active approval requests requiring action from assigned approvers.Information Displayed:
  • Approval summary and context
  • Current position in approval chain
  • Deadline information (if configured)
  • Attached documents and relevant data
  • Previous approver comments

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Best Practices

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Process Design

Clear Approval Names: Use descriptive names that indicate purpose and scope Logical Stage Assignment: Link approvals to appropriate workflow stages Realistic Timelines: Set achievable approval deadlines with buffer time

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Security & Control

Lock Critical Fields: Prevent data changes during approval processes Appropriate Permissions: Ensure only authorized users can modify approval settings Audit Trails: Maintain complete records of all approval actions

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User Experience

Configure Delegates: Ensure business continuity with proper delegation Clear Instructions: Provide context and guidance for approvers Timely Notifications: Keep stakeholders informed of approval status

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Automation Management

Monitor Performance: Regularly review automated approval triggers and outcomes Test Thoroughly: Validate automation logic before production deployment Document Rules: Maintain clear documentation of approval automation rules

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Troubleshooting Common Issues

Possible Causes:
  • Automation trigger conditions not met
  • Insufficient user permissions
  • Incorrect stage assignment
Solutions:
  • Verify trigger conditions and data values
  • Check user roles and permissions
  • Confirm approval is assigned to correct workflow stage
Possible Causes: - Email notification settings disabled - Approver not active in system - Delegate settings interfering Solutions: - Enable email notifications in user settings - Verify approver account status - Review delegate configuration
Possible Causes:
  • Incorrect group membership
  • Conflicting approval/denial thresholds
  • Group members lacking permissions
Solutions:
  • Verify group membership and roles
  • Review threshold settings for logical consistency
  • Confirm group member permissions
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