Approvals
Approvals centralize decisions that must happen before a Request or Price Offer can continue. Reviewers see the items waiting for them, while submitters can track the workflow and its decision history.
Supported records
Section titled “Supported records”Approval workflows currently support:
Review approvals
Section titled “Review approvals”Open Approvals from the Operations section. The page has two tabs:
| Tab | Purpose |
|---|---|
| Pending My Approval | Records waiting at a step assigned to the current user |
| My Requests | Approval requests submitted by the current user |
A pending approval shows the module, workflow, current step, and submission date. Select View Record to review the source record, then select Approve or Reject. Add comments that explain the decision, especially when rejecting.
My Requests shows the current status (Pending, In Progress, Approved, or Rejected), completed date, and approval history. Select Resubmit on a rejected item after the source record has been corrected; the workflow starts again from the first step.
Decide from Chat
Section titled “Decide from Chat”Approvers also receive an approval card from Fox in Chat, with Approve and Reject buttons. A decision made in Chat, on the Approvals page, or through the API updates every approver’s card, so nobody is left acting on a step that has already moved on.
Configure a workflow
Section titled “Configure a workflow”Open Settings → Approvals (under Templates & Automation) and select the Price Offers or Requests tab. Select Create Approval to add a workflow.
Each workflow defines:
- name and description
- module
- optional matching conditions
- active or inactive state
- order relative to other workflows
- one or more sequential approval steps
Conditions can use module-specific fields and operators. For example, a Price Offer workflow can route by value or currency, while a Request workflow can route by request type, submitter, or department.
Workstation evaluates active workflows from top to bottom and uses the first one whose conditions match. Drag workflows to change their order, and put narrow, high-priority rules before broad fallback rules.
For example:
- High Value — Total Amount greater than 10,000 → CEO approval
- International — Contact Country not equal to Jordan → Regional Manager
- General — no conditions (catch-all) → Team Lead
A local offer of 2,000 skips the first two workflows and is caught by General.
Configure approval steps
Section titled “Configure approval steps”Select Add Step to add a step. Each step has a name and one or more specific users under Who Can Approve. Two switches control the step:
- Can Edit Record — approvers may edit the record before approving
- Email Notifications — approvers are emailed when a record reaches the step
Steps run sequentially:
- The first step’s approvers are notified.
- An approval advances the request to the next step.
- The final approval marks both the approval request and source record approved.
- A rejection ends the current approval request and marks the source record rejected.
The submitter is notified of the final decision, and the next approvers are notified as the workflow advances.
Records without a matching workflow
Section titled “Records without a matching workflow”When a submitted Request or Price Offer does not match an active workflow, it is approved automatically and never appears in the Approvals queue. Settings shows a warning when a module has no catch-all workflow (one without conditions).
To make sure every record is reviewed, add a catch-all workflow and place it last. Before activating a broad workflow, test one matching and one non-matching record so the fallback behavior is clear.
Permissions
Section titled “Permissions”approvals.view opens the Approvals page. approvals.approve allows deciding on approvals assigned to you and creating or editing workflows in Settings.