Configure Approval Policies

This guide creates an approval policy for a sensitive action and verifies that the chain works from request creation through execution.

Before You Start

• Use a workspace-owner account.
• Identify the exact action type that needs governance.
• Decide the amount and currency boundary.
• Confirm the approvers and backup approvers.
• Use a low-risk representative action for the first test.

1. Map the Real Process

Write the approval sequence before you configure it.

For each step, record:

• the responsible role
• any named approvers
• the minimum number of distinct approvals
• the backup person when an approver is unavailable

Use multiple steps only when approval must happen in order.

2. Open Approval Settings

1. Select Settings.
2. Select Approvals.
3. Review the existing Approval Chains.
4. Confirm that another policy does not already cover the action.
5. Select New policy.

3. Choose the Action Type

Select the sensitive action that the policy will gate.

The action type becomes fixed after creation. Confirm it before you save. If you choose the wrong action, create a new policy rather than trying to reinterpret the existing one.

4. Set the Threshold

Enter Threshold amount when only actions at or above a value need approval.

Choose the currency that the threshold uses. Select No currency only when the action is not currency-specific or when any currency should follow the same non-monetary control.

Examples:

• Invoice write-offs at or above 5,000 USD
• Payment settlements at or above 10,000 GBP
• Every invoice cancellation, with no threshold

5. Configure the First Step

Choose:

• Any member or an approver role
• optional Specific approvers
• Min approvals

A step must be satisfiable. If you name one approver, do not require two approvals. If you choose a role, confirm that enough active people have that role.

6. Add Ordered Steps

Select Add step when a second group must approve after the first.

Example:

1. A finance member validates the source record.
2. A workspace owner gives final authority.

Any rejection stops the request. A later step cannot approve early.

7. Save and Enable

1. Review the action type.
2. Review the threshold and currency.
3. Review every approver and minimum count.
4. Select Save policy.
5. Confirm that the policy appears in the list.
6. Confirm that it is enabled.

Record the policy owner and review date in the team's operating process.

8. Run a Low-Risk Test

Create a representative action that should match the policy without causing material harm.

Confirm:

• the action type matches
• the amount meets the threshold
• the currency matches
• the request appears in Approvals
• the correct first step is active

Do not begin the first test with the largest or most urgent real action.

9. Complete the Chain

For each step:

1. Open the request.
2. Review the action and source context.
3. Claim it when ownership is necessary.
4. Approve with an eligible person.
5. Confirm the next step activates only after the minimum is met.

Use a rejection test in a safe environment or with a harmless request when the team needs to verify halt behavior.

10. Verify Execution

After final approval, follow the request through:

• Approved
• Executing
• Done or Failed

Approval allows the action to run. It does not guarantee downstream success.

When the action supports undo, confirm the undo window and authority before the team depends on it as a recovery control.

11. Review the Policy

After the test, confirm:

• the intended requests match
• lower-risk requests do not match unexpectedly
• every step has available approvers
• notifications and operating ownership are clear
• the queue contains enough source context for a decision
• failure and undo behavior are understood

Review the policy whenever roles, team membership, payment authority, or action ownership changes.

Troubleshoot

Save policy remains disabled

A step can be incomplete or unsatisfiable. Compare Min approvals with the named approvers and eligible role members.

The test request does not appear

Check the action type, enabled state, threshold, and currency. Confirm that the selected product action supports approval policies.

The chain stops at one step

Check whether the minimum approvals were met and whether a rejection occurred. Confirm the next step has eligible approvers.

Execution fails after approval

Open the request and read the failure. Fix the downstream record, permission, provider, or workflow issue before you retry.

Related Pages

• Approval Policies
• Inbox and Approvals
• Process Inbox Items
• Manage Team Access