Approval rules and the Approvals inbox

Overview

Workflows do nothing until an action routes to them. Each module's Approval rules page (under Module settings) lists its approvable actions, vendor creation and marketplace imports, requisition submit and amend, purchase order submit, cancel, and revise, and lets you point each at a workflow, or leave it as "No approval required."

Conditional rules

Requisition and order actions support ordered, conditional rules instead of a single workflow. Each rule has a name ("Over $25k"), a workflow, and an Applies when condition built from facts of the record, amount, budget utilization, over-budget, unbudgeted, price variance, and the like. Rules are evaluated top to bottom; the first match wins, so keep a catch-all rule last. A rule with no conditions applies to everything that reaches it.

The Approvals inbox

Approvals sits at the top of the sidebar with a live badge. Tabs split what needs my decision, what I requested, everything org-wide (admins only), and AI actions: the queue of agent-drafted proposals. Toggles surface what's overdue or due within 7 days.

Decisions aren't made from the list: clicking a row opens the record itself, where the approval bar at the top carries the approve and reject actions, an optional reason, and a comment box, you decide with the full record in front of you.

Honest outcomes and stuck steps

• Material change invalidates. If the record changes materially between review and final approval, the request is invalidated rather than applied, the engine refuses to enact a change nobody reviewed. The requester resubmits.
• Stuck steps have audited escape hatches. An org admin can recalculate a step against today's permissions, reassign it to named people, or, only when a step resolves to nobody, skip it with a written reason. Nothing is ever skipped automatically.