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Version: 3.0

Approval Processes

Learning Objectives
  • Understand the difference between Workflow and Approval (Automation vs. Human Decision).
  • Key Prerequisite: Learn how to qualify an object for the approval process.
  • Core Skill: Configure a multi-level approval flow (e.g., Manager -> Director).
  • Advanced: Master Unanimous Approval (voting) and Reassignment.

What is an Approval Process?​

If a Workflow is like a fully automated vending machine (Insert coin -> Product drops), then an Approval Process is like a visa application requiring a stamp.

It defines the routing map for a record within the company:

  1. Submission: Employee (e.g., John) clicks "Submit for Approval."
  2. Locking: The record becomes read-only to prevent tampering during the process.
  3. Routing: The system notifies John's manager, Lee.
  4. Decision: Lee clicks "Approve" or "Reject."
  5. Result: The record status changes, or it proceeds to the next level (e.g., the CEO) for final sign-off.

Step 0: Enable Approval Capability (Crucial!)​

In Steedos, not all objects are "approval-ready" by default. If you cannot find your object in the approval configuration interface, it is likely because this step was skipped.

  1. Go to Settings -> Object Settings.
  2. Select the object you want to approve (e.g., "Contracts").
  3. Check the box "Enable Instances" (显示审批单子表).
  4. Click Save.

Practical Exercise: Two-Level Contract Approval​

Scenario:

  • All contracts must first be approved by the Department Manager.
  • If the amount exceeds $50,000, it requires a second approval by the Finance Director.
  • Upon final approval, the status changes to "Approved"; if rejected, it changes to "Rejected."

1. Create the Process​

  1. Go to Settings -> Automation -> Approval Processes.
  2. Select the Manage Object: Contract.
  3. Click New Approval Process.
  4. Name: High-Value Contract Standard Approval.

2. Set Entry Criteria​

Which contracts are eligible for this process?

  • Not every contract needs a formal review. For instance, only those in "Draft" status should be submitted.
  • Criteria: Contract: Status equals Draft.

3. Define "Initial Submission Actions"​

What happens the moment a user clicks the "Submit" button?

  • Record Lock: The system locks the record by default. It is recommended to keep this enabled to prevent data changes during review.
  • Field Update: Automatically change Contract Status to In Approval.

4. Define Approval Steps — The Core Logic​

Step 1: Manager Approval​

  1. Click New Approval Step.
  2. Name: Step 1: Manager Approval.
  3. Entry Criteria: All records enter this step (since all contracts require manager review).
  4. Assign Approver:
  • Instead of picking a specific person, choose "Related User" -> Contract Owner -> Manager.
  • (Note: This assumes you have maintained the reporting structure in the User table.)

Step 2: Finance Director Review​

  1. Click New Approval Step.
  2. Name: Step 2: Finance Director Review.
  3. Entry Criteria: Filter by amount.
  • Select Enter this step if the following criteria are met.
  • Criteria: Contract: Amount greater than 50,000.
  • (Logic: If the amount is below $50k, the system skips this step and treats it as approved.)
  1. Assign Approver:
  • Select "Automatically assign to approver(s)" -> Specify the Finance Director (e.g., User: Alice).

5. Define "Final Actions"​

What is the "Grand Finale" once the process ends?

  • Final Approval Actions:

  • Field Update: Change Contract Status to Approved.

  • Record Unlock: Allow for subsequent archiving or execution.

  • Final Rejection Actions:

  • Field Update: Change Contract Status to Rejected.

  • Record Unlock: Allow the employee to modify and resubmit.

Advanced: Unanimous vs. First-Response Approval​

Sometimes, a step requires multiple people to review (e.g., Technical and Legal departments). When assigning to multiple users or a queue, you have two choices:

  1. First Response (First one to approve wins):
  • Scenario: Anyone in the group can decide.
  • Logic: If Legal has 3 staff members, the request goes to all 3. As soon as any one of them clicks "Approve," it moves to the next step.
  1. Unanimous (Everyone must approve):
  • Scenario: Total consensus is required.
  • Logic: All assigned approvers must click "Approve." If even one person clicks "Reject," the entire process is terminated.

User Experience: How it Looks​

Once configured, here is what changes for the user:

  1. Submission: A "Submit for Approval" button appears at the top-right of the Contract detail page.
  2. Notification: When it is Lee’s turn, he receives a notification (Bell icon/Email).
  3. Action Bar: When Lee opens the contract, an action bar appears with:
  • Approve
  • Reject
  • Reassign: Lee can delegate the decision to someone else (e.g., Wang).

FAQ​

Q: Why is the "Submit for Approval" button missing or grayed out? A: Check the following:

  1. Does the record meet the Entry Criteria? (e.g., you set it to "Draft" but tried to submit a "Signed" contract).
  2. Does the user have permission to submit? (Usually, only the record owner can submit).
  3. Most common: Did you forget to check "Enable Instances" in Step 0?

Q: Can I recall a submission? A: Yes. As the submitter, if you realize you made a mistake, you can usually click "Recall" in the Approval History list before it is finalized. This unlocks the record.

Q: Does a rejection go back one step or start over? A: This is configurable in the step settings.

  • Back to Previous Step: Sends the request back to the previous approver (like ping-pong).
  • Back to Submitter: Terminates the flow (Default behavior).
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