Configure Free Approval

1. Overview of Flexible Approval

Flexible Approval is a highly flexible, customizable approval workflow feature that lets you define approval nodes and participants based on specific business scenarios. It also supports notifications and approval logs to help you better manage and optimize processes. With Flexible Approval, you can quickly initiate approval flows and improve operational efficiency.

2. Flexible Approval Use Cases

2.1 Leave Request

• Scenario: An employee submits a leave request that goes through the Dept. Manager and HR for approval, then is either approved or rejected.
• How it works: When the employee submits a leave request, the system notifies the Dept. Manager and HR automatically. The Dept. Manager and HR review the leave details and make approval decisions. The system then notifies the requester of the result and updates the leave status.

2.2 Expense Reimbursement

• Scenario: An employee submits travel reimbursement with expense details and attachments (e.g., invoices, tickets). The request goes through the Dept. Manager and Finance Manager for approval and is ultimately approved or rejected.
• How it works: After submission, the system routes the reimbursement to the Dept. Manager for review. The Dept. Manager reviews and forwards it to Finance. The Finance Manager approves or rejects based on company reimbursement policies. The system notifies the requester of the result and updates the reimbursement record.

3. How to Create a Flexible Approval

Creation path: [Process Management] - [Approval Process Management] - [Flexible Approval] - [Add]

4. How to Configure Flexible Approval

• Object: Select the object this Flexible Approval applies to
• Trigger Type: Trigger on creation
• Notification Settings:
  • Send approval result to the requester during approval: After each approver acts (Agree or reject a prior node), send the outcome to the requester.
  • Send approval result to the requester after completion: When the approval finishes (approved or rejected), send the final result to the requester.
• When Approval Triggers:
  • Lock data: Once approval triggers, all data becomes read-only (unlock permission can be granted to certain Roles/people and unlock is done from the record detail page)
• After Approval Completes:
  • Lock data: See “When Approval Triggers”
  • Unlock data: Data becomes editable after approval completes

5. How to Manage Flexible Approval

Path: [Process Management] - [Approval Process Management] - [Flexible Approval List] - [Quick Configure / Enable / Disable]

• Configure: Modify an existing Flexible Approval configuration regardless of enabled/disabled state
• Disable: Disable the Flexible Approval
• Enable: Enable a Flexible Approval that is currently disabled

picture coming soon: