Manage Approvals like Never Before: More Control and Flexibility in your Approval Processes

Manage Approvals like Never Before: More Control and Flexibility in your Approval Processes

Hello Everyone,

We hope you are doing well!

We are here with exciting enhancements to the approval process of Zoho CRM. The updates provide greater flexibility, transparency, and control over record approvals, empowering you to ensure the right data enters your CRM system.

Here's what's new :
  • Editable Records in Approval : You can now edit records that are pending approval, ensuring their accuracy and up-to-date information before finalizing. Furthermore, you can choose Process Admins to approve records now, adding an extra layer of oversight.

  • Role or Group Approval Flexibility : Selecting roles or groups to approve records now provides the option to grant approval from any user in a group or from all users in the group. When set to Anyone, any user from the group can approve records, and when set to Everyone, approval will be required from every user in the group.

  • Hierarchical Approval Options : When the "Reporting To" hierarchy is selected for your organization, you can now specify whether Anyone or Everyone at higher levels can approve records if the user does not have a reporting manager in your approval processes. This flexible setting lets you align approval flows more precisely with your organization’s hierarchy.
Let's take a look at each of these enhancements in more detail.

Edit records waiting for approval and grant process admins privileges to approve records

Previously, you could not edit any records that's been submitted for approval in the approval process.

Now, you can edit the records that are waiting for approval. This ensures data accuracy can be maintained during the approval process. Updating key details, correcting errors, or adding new information – this enhancement enables you to keep records current before final approval, ensuring the final record reflects the most accurate and up-to-date data. This feature enables teams to work more smoothly, reducing issues caused by locked records. This helps ensure quality and completeness without restarting the approval process.

You can also assign process admins to oversee and approve records in your approval processes, providing a higher level of oversight and control. This capability is especially beneficial for larger teams or complex processes, reducing dependency on specific individuals and enhancing team flexibility, ensuring that approvals are not delayed due to limited access. These process admins can also edit records that are waiting for approval if needed.

If process admin settings are not configured, then any user with the Administrator profile will be able to take over records submitted for approval; however, if process admin settings are configured, only those users selected as process admins can take over a record submitted for approval.

Role or group approval flexibility

You can choose users of different roles or from groups from your organization to approve records in an approval process. Previously, if you select users from Roles or Groups to approve records, then ANYONE can approve the record and it is moved to the next stage.

Now, however, we have introduced an additional option where EVERYONE in the group or with the same role can approve records when the need arises.

For example, in the Zylker Tech organization, there is one CEO, five managers, and 10 executives. Additionally, there is a group of users from various roles. When selecting roles and groups to approve records, and you set the overall approval method as Everyone, you have two options:
  • Choose Anyone from your organization to approve records and move them to the next stage, such as adding new leads from a specific website would require any user's approval.
  • Choose Everyone from a group or with the same role in your organization to approve records, ensuring the entire team's approval is required for the record to move to the next stage, such as a quality check.

Configuring the approval process so that everyone in a group or role must approve a record before it progresses to the next stage helps ensure quality, compliance, and accountability.

Align your records approvals to your organization's hierarchy

You can choose to have either role hierarchy or reporting hierarchy for your organization from Company Settings in your Setup menu. This choice will also have an effect on your approval processes. This means, all existing and new approval processes will adhere to the selected organization's hierarchy.

When your organization follows the 'Reporting' hierarchy, the approval process will also follow the same hierarchy. This means, when you select levels to approve records, the system will choose users from the reporting hierarchy to approve the records.

For example, if your organization has two levels of reporting, and you choose 1st Level, then the user's immediate reporting manager or CEO and Administrators will have to approve the records. However, if you choose the 2nd Level, the user's immediate reporting manager's manager will have to approve the records.

In case you have two or more levels for approvals and you set the overall approval method as Everyone, then for users who do not have a reporting manager, you can choose to select Anyone or Everyone higher up in the hierarchy to approve records or select Anyone or Everyone from the CEO and Administrators to approve records.

Similarly, when your organization follows the 'Role' hierarchy, the approval process will also follow the same hierarchy. This means, when you select levels to approve records, the system will choose users from the role hierarchy to approve the records.

That's it for today, folks! We hope these enhancements provide you with greater control and transparency in managing approvals, simplifying the maintenance of accuracy and accountability across your CRM workflows.

Explore these new features today, and elevate your approval processes to new heights. Read more on how to add approval processes to your workflows from here.

Please feel free to comment below your queries, and we will get back to you at the earliest.

Info
Availability : This enhancement is available for all users in all DCs.



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