Approval Process FAQ Compilation

Q: How to View All Approval Nodes in Approval Flow Comments?

• Navigate to Approval Process Management > Global Configuration > Approval Comment Settings, where you can enable the option “Processed approval comments are expanded by default.”
• To avoid clutter from numerous pending nodes, only the first 3 nodes are displayed by default.

Q: Why Does the “Approve” Button Appear in Parallel Nodes of Approval Flows?

• In parallel gateways, when a single user is assigned as the approver across multiple branches, the Approve button appears to allow simultaneous handling of tasks from different branches. Users must click Approve before selecting a specific task to process.
• The Approve button also appears for users with the following Roles or permissions:
  • CRM Administrators
  • Data Owners
  • Process Initiators
  • Users with the Reassign Approver permission for the current object in their business Role configuration.

Q: Why Is the Approval Flow Submitted by “System”?

• First, check the workflow definition to confirm the identity used to initiate the process:
  • Options include Data Submitter or Data Owner.
  • If Data Submitter is selected and the data is updated by the system (via functions or OpenAPI), the approval flow submitter will default to “System.”
• Clarification on approval flow initiators and submitters:
  • If the workflow is configured to use Data Submitter, and the data owner is A while the operator is B, both the initiator and submitter will be B.
  • If configured to use Data Owner, the initiator will be A, and the submitter will still be B.
• Note: The system currently supports designating a specific user as the initiator when the approval flow is triggered by “System.”

Q: Can Approval Flow Instances Be Deleted via Functions?

• Approval flow instances cannot currently be deleted using functions. Once an approval flow concludes, its records carry administrative and business significance, making bulk deletion inadvisable.
• To delete rejected or withdrawn approval flow instances, administrators should use the Process Operations Monitoring tool under the CRM Menu (Help Center Link).