Approval Process Management

1. List

• Edit: Re-edit the approval process. You cannot change the API name or the object when re-editing.
• Enable/Disable: Enable or disable the approval process. Only enabled processes can start approval flows.
• Duplicate and Create New: Copy all configurations of this process to create a new approval flow. After duplicating, you may change the associated object.
• Delete: Delete approval processes that are disabled. Deleting a process does not remove existing approval instances; they remain available for query and detail view.

2. Advanced Settings

Perform global configuration for approval flows, including priority, Terminal todo default entry page, web todo handling, approval comment settings, rejection handling, approval detail display, timeout reminders, change approver settings, approval content field permissions, and custom plugin configuration.

2.1 Priority

2.1.1 Priority feature
You can set priority order among multiple approval processes for the same object. For processes like Supplier Management and Procurement Approvals that involve multiple stages and approvers, setting flow priority ensures urgent Supplier Management and Procurement approvals get higher priority for timely handling and procurement.

2.1.2 Priority settings

• Drag a process to change its position and adjust its priority. After saving, the processes display in the arranged order.
• When an object operation automatically triggers flows, the topmost process in the order will be triggered first.

2.2 Terminal todo default entry page

2.2.1 Terminal todo default entry page feature
Choose whether Terminal todos open the approval feed details page or the record details page by default. The feed details page shows only approval flow content; the record details page allows direct approval actions.

2.2.2 Terminal todo default entry page settings
Set Terminal todos to default to the approval feed details page. To make them default to the record details page, check “Default to record details page.”

Note:
Users must have record view permission to access the record details page from Terminal todo.

2.3 Web todo handling

2.3.1 Web todo handling feature
Configure the detail page behavior after handling a todo: stay on the page or close it. Keeping the detail page open helps approvers review approval information to avoid mistakes; closing the page can improve throughput.

2.3.2 Web todo handling settings
Default is “Close current detail page after handling.” To remain on the detail page after handling, check “Stay on current detail page after handling.”

2.4 Approval comment configuration

2.4.1 Approval comment feature
Configure the interaction and layout of the approval comment area when processing approvals. Customize the comment layout to suit your needs.

2.4.2 Approval comment settings

• Require comment: specify whether a comment is mandatory when Agree or Reject.
• Default comment for manual approvals: choose whether to prefill the comment as Agree or Disagree.
• Expand processed comments by default: if enabled, processed comments expand by default.

2.5 Rejection handling

2.5.1 Rejection handling feature
Configure where the flow goes after a rejection: reject to End the process or reject to a specified node.

2.5.2 Rejection handling use cases

• Reject to End the process: In Sales Order approval, if an approver finds a serious error or violation, they can reject to end the process to stop the order flow.
• Reject to a specified node: In a customer complaint workflow, if further investigation is required, reject to a designated node (for example, a complaint handling team) so they can take over.

2.6 Approval detail display

2.6.1 Approval detail display feature
Configure whether the record details page displays the latest approval detail.

2.6.2 Approval detail display settings
Select “Yes” to show the latest approval detail by default on the record details page.

2.7 Timeout reminders

2.7.1 Timeout reminder feature
Set task duration, trigger conditions, and reminder actions per object. For Contract Management, you may need contract expiry reminders. By configuring timeout reminders, you can notify relevant personnel before a contract expires so they can renew or handle it and avoid risks.

2.7.2 Timeout reminder settings

• Configure reminders on daily, weekly, or monthly cycles.
• Object: choose any enabled object.
• Task duration: task stay time, supported units: hours or days.
• Trigger condition: field under the selected object.
• Actions: CRM reminder, SMS notification, email notification.

2.8 Change approver configuration

2.8.1 Configure change approver
Set whether changing the approver follows Business Function Permission -> Roles -> Change approval flow approver. Select “Yes” to enforce permission control.

2.8.2 Change approver use case
When an employee handling a customer’s issue leaves, transfers, or is temporarily unavailable, reassign the case or task to another handler. Use the change approver function to transfer tasks so the customer issue receives timely, effective handling.

2.9 Approval content field permissions

2.9.1 Configure approval content field permissions
Select the object under Edit Trigger Approval -> Approval Content to make it follow Field Permissions.

2.9.2 Approval content field permission scenarios
Privacy data protection: For fields containing customer private data (for example, ID numbers, contact details), enforce strict permissions so only authorized users can view or edit those fields, ensuring data security and privacy.

Note:
Applies only to approval content of view/edit types.

2.10 Approval role matching rules

2.10.1 Match approval roles by initiator’s primary Dept. and secondary Depts.
When you enable “Match approval roles by the initiator’s primary Dept. and secondary Depts.,” the role configured on a node resolves to approvers whose configured approval Dept. matches the initiator’s Dept. The initiator’s Depts include their primary Dept. and any secondary Depts. If both the initiator’s primary and secondary Depts match the approval Dept, the approvers in that Role will receive the todo.

Example: Sales Manager role — Zhang San, Li Si — configured approval ranges:

• Employee Zhang San: approval range A Dept
• Employee Li Si: approval range B Dept

Employee Wang Wu: primary Dept A, secondary Dept B. Wang Wu’s submission will generate todos for both Zhang San and Li Si.

2.10.2 Match approval roles by the Dept. ownership of approval data
When you enable “Match approval roles by the approval data’s owning Dept.,” only submissions whose owning Dept. matches the Role’s configured primary Dept. are matched.

If the data Dept. is empty, the resolved approver will be empty.

2.11 Custom plugin configuration

2.10.1 Custom plugin feature
Custom plugin configuration lets you extend the CRM by writing or integrating Plugins to implement specific business logic. You can create custom plugins to optimize workflows, simplify steps, and improve user experience for particular business needs.

2.10.2 Configure custom plugins
PWC-JS plugins can control visibility of bulk action buttons in the todo list and enforce display of approval content entry popups when processing approvals on the approval detail page.