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.