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.
Availability : This enhancement is available for all users in all DCs.
Access your files securely from anywhere
Centralize Knowledge. Transform Learning.
All-in-one knowledge management and training platform for your employees and customers.
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Serena Woolridge
Zohoboy
Subhash Kumar
TharunChandran
Sticky Posts
Introducing Multiple Sandbox Types and Support for Module's Data Population
Register here for the upcoming Focus Group webinar on Multiple Sandbox | Help documentation to learn more about the new enhancements Hello everyone, Sandbox in CRM is a testing environment for users to create and test new configurations like workflowGood news! Calendar in Zoho CRM gets a face lift
Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activitiesVoC in Zoho CRM is now data savvy: Explore response drilldown, summary components and participation in CRM criteria
VoC has all the goods when it comes to customer intelligence—which is why we're constantly enhancing it. We recently added the following: A customer drilldown component that shows you the list of prospects and customers behind a chart's attribute ExpandedWrapping up 2025 on a high note: CRM Release Highlights of the year
Dear Customers, 2025 was an eventful year for us at Zoho CRM. We’ve had releases of all sizes and impact, and we are excited to look back, break it down, and rediscover them with you! Before we rewind—we’d like to take a minute and sincerely thank youPresenting ABM for Zoho CRM: Expand and retain your customers with precision
Picture this scenario: You're a growing SaaS company ready to launch a powerful business suite, and are looking to gain traction and momentum. But as a business with a tight budget, you know acquiring new customers is slow, expensive, and often delivers
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Automation#17: Auto-Create Tasks in Zoho Projects Upon Ticket Creation in Zoho Desk
Hello Everyone, This edition delivers the solution to automatically create a task in Zoho Projects when a ticket is created in Zoho Desk. Zylker Resorts uses Zoho Desk for bookings and handling guest requests. Zylker resorts outsources cab bookings toAutomation#20 : Auto-Add Ticket Tags based on Keywords
Hello Everyone! Welcome to unveiling custom functions on our Community series. This week's post lets you add tags to your tickets automatically based on the keywords in the ticket subject and the ticket thread. Discover how this custom function helpsAutomation#21: Track Ticket Transfers Across Departments
Hello Everyone! With Halloween just around the corner, we'd like to let you know the Zoho Desk team is always there to sweep away your customer service troubles! This week, we’re excited to introduce a custom function that tracks tickets moved betweenEmail Integration - Zoho CRM - OAuth and IMAP
Hello, We are attempting to integrate our Microsoft 365 email with Zoho CRM. We are using the documentation at Email Configuration for IMAP and POP3 (zoho.com) We use Microsoft 365 and per their recommendations (and requirements) for secure email we haveHomepage not assignable to group
MS Teams for daily call operations
Hello all, Our most anticipated and crucial update is finally here! Organizations using Microsoft Teams phone system can now integrate it effectively with Zoho CRM for tasks like dialling numbers and logging calls. We are enhancing our MS Teams functionalityAutomation#22 Track Ticket Duration at Specific Status
Hello Everyone! Welcome back to the Community Learning Series! Today, we explore how Zylker Techfix, a gadget servicing firm, boosted productivity by tracking the time spent at a particular ticket status in Zoho Desk. Zylker Techfix customized Zoho Desk’sAutomation#23: Automate Guided Conversations in Zoho Desk with Business Hours
Hello Everyone, This week's edition introduces a custom function designed to automate Guided Conversations in Zoho Desk, based on your business hours. With this feature, you can align the bot's behavior with your business schedule, ensuring a smooth andAddress changes in quote form
When entering a quote, the first piece of information required is the Account, which properly populates the billing and shipping address fields. Then I use the lookup function to select a contact, and when I do, the billing and shipping addresses areAutomation#24: Auto-Update custom field from Accounts to Tickets
Hello Everyone! Welcome back to the Community Learning Series! This episode dives into how Zylker Techfix streamlines account-related ticket references. Previously, employees had to manually check account details to retrieve specific customer information,Kaizen #227 : Client Script Support for List Page (Canvas)
Hello everyone! Welcome to another week of Kaizen. In today's post lets see how Client Script can be used in Canvas List Page to mask sensitive information from specific roles and add colors to Canvas List Page records based on custom criteria.This useImplement Date-Time-Based Triggers in Zoho Desk
Dear Zoho Desk Support Team, We are writing to request a new feature that would allow for the creation of workflows triggered by specific date-time conditions. Currently, Zoho Desk does not provide native support for date-time-based triggers, limitingAutomation#25: Move Tickets to Unassigned When the Owner Is Offline
Hello Everyone, Welcome to this week's Community Series! 'Tis the holiday season—a time when work often takes a brief pause. The holiday spirit is in full swing at Zylker Techfix too, with employees taking some well-deserved time off. During this period,Automation#27: Retain Ticket Owner on Moved Tickets
Hello Everyone! This week, we present to you a custom function that retains the ticket owner when a ticket is moved from one department to another. Here’s more to help you understand the custom function: At Zylker Techfix, Alex, the Support Engineer managesAutomation#28 Notify Agents on Article Expiry
Hello Everyone! This week, we’re bringing you a feature that notifies your team when articles in the Knowledge Base are set to expire to keep your content relevant and helpful for customers. The Zoho Desk's Knowledge Base is an asset for customers toAutomation#29 Retain ticket status on moved tickets
Hello Everyone, Hear out Zylker Techfix’s Success Story on Smoother Ticket Transitions! Zylker Techfix, a gadget servicing firm committed to quick repairs and timely deliveries, faced a challenge when ticket statuses changed automatically while movingAutomation#32:Auto Add New Portal Users to the Help Center User Groups
Hello Everyone, Introducing a custom function that automates the process of adding new portal users to Help Center user groups, making user management effortless! By default, Zoho Desk allows you to assign new portal users to groups manually. But withAutomation#34 : Automate Email threading for Ticket notification
Hello Everyone, It's been a while since we've presented an automation. However, our community has been buzzing with ideas, use cases, and discussions with our community experts and Ask the Experts session. So, here we are again, presenting an automationAutomation#35 : Auto-Add Comments under the Owner's Name in Tickets via Macros
Hello Everyone, This week's custom function provides simple steps to configure a Macro for adding comments to tickets with the name of the Comment owner. When managing tickets, you can use the Comment feature to communicate internally with your team andAutomation#36: Auto-create time-entry after performing the Blueprint transition
Hello Everyone, This week’s edition focuses on configuring a custom function within Zoho Desk to streamline time tracking within the Blueprint. In this case, we create a custom field, and request the agent to enter the spending time within the singleAutomation#33: Automate Splitting Names for Existing Contact Records
An organized directory – who doesn't love one? Previously, we explored how to split contact names into First Name and Last Name for new contacts in Zoho Desk. But what about existing contacts already in your database? This week, we bring you a customWorkqueue
I really like the idea of the Workqueue generally - it will be really useful. What it seems to lack however, is the ability to customise it properly. I want to be able to show a custom view rather than just "My Leads" and "Leads Assigned in Last 3 hours".Webform & spam
Hi, We set up 2 webform on our website, fowarding the content to Zoho CRM. Since it has been opened up, we are getting lot of spam message (for now about 20 a day). To lower the amount of false new leads we added the captcha field and new enquieries areZoho CRM Web form page URL
Hi there, I am getting quite a bit of spam through my Zoho CRM Web form and want to restrict the URLs it is submittable from. I can see that I can add Location URLs but I need to be able to just add a domain so can I enter mydomain.com/* to cover allReceiving too many Spam Leads. Why?
I am receiving so many junk leads from web forms created by zoho's platform. The junk queries are increasing day by day and are affecting our business. I am continuously following up with zoho team from the past one year but not getting any satisfactoryMail Merge is not working properly as far as the AUTOMATE section is concerned
Hi there, I created a Mail Merge template for the Deal module. I would like Deal owners to mail merge their Deal records, download the Mail Merge document as a Word doc and make a few changes before sending it to the customer. Thing is, neither the "MergeCanvas Detail View Related List Sorting
Hello, I am having an issue finding a way to sort a related list within a canvas detail view. I have sorted the related list on the page layout associated with the canvas view, but that does not transfer to the canvas view. What am I missing?project name field issue- n8n
Hey guys, I have a question. I want to create a new product using the workflow. The problem is with the product name field; I don't know how to fill it in. The workflow starts with retrieving information from the leads table, retrieving links to scrapeFunction #20: Custom calculation in item table of invoices
When you create an invoice in Zoho Books, the 'Amount' of a line item is typically calculated as the product of the "Quantity" and the "Rate" of the item. For instance, if an item has a sales rate of $50 and a quantity of 5 is sold, then the amount wouldCritical:- Eneble TDS filing for 26Q from the zoho book
We currently extract TDS data from Zoho Books and manually input it into a separate TDS software to generate the FUV file and file returns. Previously, while using Tally, we benefited from an integrated feature that seamlessly recorded transactions andHow to track repeat customers?
I own a food business and every order is entered into Zoho with: a unique Customer ID total order amount date of order With this information, I want to be able to see a list of my "best" customers. In other words, descending lists arranged according to:Zoho Books - Breaking A Working App
We've been using Zoho for many years now. Across all apps, entering phone numbers in standard formats was enabled in all apps. These formats are: xxx.yyy.zzzz xxx-yyy-zzzz (xxx) yyy-zzzz and we were able also to add extension numbers in these formats:Build data protection into your support
At Zoho, privacy is our principle. Every Zoho product is built with privacy as the foundation and the finishing touch, guiding every decision we make. Security, privacy, and compliance are woven into the software development lifecycle, starting from howConditional formatting: before/after "today" not available
When setting conditional formatting, it only allows me to set a specific calendar date when choosing "Before" or "After" conditions. Typing "today" returns the error "Value must be of type date". Is there a workaround? Thanks for any help!Display Client Name in Zoho Creator Client Portal Dashboard
Hello Zoho Creator Team, We hope you are doing well. Zoho Creator recently introduced the option to set a client’s display name in the Client Portal settings, which is very helpful for providing a personalized portal experience. However, there is currentlyCustomizable UI components in pages | Theme builder
Anyone know when these roadmap items are scheduled for release? They were originally scheduled for Q4 2025. https://www.zoho.com/creator/product-roadmap.htmlAmazon.in FBA multiple warehouse integration with Zoho Inventory
My organisation subscribed to Zoho One looking at the opportunity to integrate Amazon.in with Inventory. But during the configuration, we understood the integration has severe limitations when it involves multiple warehouses in the same Organisation.Feature Request - Set Default Values for Meetings
Hi Zoho CRM Team, It would be very useful if we could set default values for meeting parameters. For example, if you always wanted Reminder 1 Day before. Currently you need to remember to choose it for every meeting. Also being able to use merge tagsWindows Desktop App - request to add minimization/startup options
Support Team, Can you submit the following request to your development team? Here is what would be optimal in my opinion from UX perspective: 1) In the "Application Menu", add a menu item to Exit the app, as well as an alt-key shortcut for these menusAbility for admin to access or make changes in zoho form without asking for ownership
Currently in zoho form only form owner can make the changes in the form and if someone else has to make changes then we have to transfer the ownership to them and even admin also cant access it . So i think admin must have the ability or option to accessNext Page