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
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
Presenting 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 deliversGood 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 activitiesCreate and populate a record in an instant: Introducing zero-shot field prompting to Zia's ICR
A couple of months ago, we upgraded our in-house AI image detection and validation tool, Zia Vision, with intelligent character recognition (ICR). By training Zia with sample images, you could create and enrich CRM records with data extracted from standardIn-person ZUG Meetups for Real Estate Professionals - US Q1 2026
The Real Estate Zoho User Group is going on a multi-city, in-person meetup tour across the US, and we’d love to see you there! These meetups are a great opportunity to: Connect with fellow real estate professionals using Zoho Share challenges and discoverNimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging
Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integration
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
Shopify Extension no longer working in CRM
Zoho CRM and Extension are no longer working properly. We have used Shopify Basic for years. All of the sudden it stopped working, then started working again, and now no longer working again. There are several ways for Personal Information to sync fromHow to keep track of bags, cans, drums of inventory?
We buy and sell products that are packaged in bags 🛍️, cans🥫, drums🛢️, etc. with batch numbers. When we get a shipment of one of the products, how do we track we received (say) 10 cans each of 5L of a product and maybe we received 10 cans of anotherEasy third party collaboration: Zoho Flow Integration
Third-party integrations extend your project functionality with improved workflow, and data processing. With Zoho Flow integration you can include multiple third party actions into your project or task automation. Add Zoho Flow action in Workflow rulesIntroducing Configure, Price, Quote (CPQ) in Zoho CRM | Public early access 2023
Greetings Customers! We're excited to announce that the CPQ feature will soon be available in Zoho CRM and accessible to all accounts using the Professional, Enterprise, and Ultimate editions. We've opened this feature to select customers, and it'll behow to edit the converted lead records?
so I can fetch the converted leads records using API (COQL), using this endpoint https://www.zohoapis.com/crm/v5/coql and using COQL filter Converted__s=true for some reasons I need to change the value from a field in a converted lead record. When I tryShare Video Response Card ion Zobot
I am using the zobot codeless bot builder in SalesIQ. I want to share a video but delay the next response card until after the video has finished playing or has been stopped. Is this possible?Zoho Bookings <> CRM integration
Hello Zoho community! We are enabling our Zoho Bookings <> CRM integration. What is the workflow if the integration detects that the contact already exists in the CRM? Does it create a duplicate record? Overwrite the record? Merge the record? (in thisCannot reject empty expense report
Hello, We are currently having issues with two empty expense reports where if we try to reject them, either manually or through the REST API, we get error 114016, which says some of the expenses have already been billed and must be removed. I'd appreciateUse of Zia within Forms
I have noticed that recently you have added Zia to help create forms from scratch. Would it be possible to add Zia functionality to free text fields for form submissions or if this is already on the roadmap an ETA for this please? We have a lot of fieldDefault in fields on Form B based on the user selection in Form A
Hi Everyone, I have added an action button to a form report to bring up a new form based on user selection, see it indicated in red below: Then when the ne form loads, I want to default in some of the fields based on the record the user was selected on.Last activity time is acting like last modified time
When i edit the description or any field in the potential, account, contact and lead, the Last Activity Time is being updated like the Modified Time. This is messing all workflows and reports and we are unable to track real last time of activities likeEnhancements to the formula field in Zoho CRM: Auto-refresh formulas with the "Now" function, stop formula executions based on criteria, and include formulas within formulas
Dear Customers, We hope you're well! By their nature, modern businesses rely every day on computations, whether it's to calculate the price of a product, assess ROI, evaluate the lifetime value of a customer, or even determine the age of a record. WithHEX/RGB Color Input in Visual Editor
Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to improve the color selection options in the Pagesense popup editor. Current Limitation: Currently, to set text colors, users must move the color slider manually.CRM and Campaigns- tags not integrating?
Hi! I am setting up an automation in zoho campaigns and it says the crm is integrated...but when I want to use a trigger of a certain tag I created for people in the crm to denote those who purchased, it doesnt have that tag available as an option inMaximum limit of rows exceeded
I am trying to add a row to a spreadsheets that has fewer than 60 rows. I keep getting an error message that says I have exceeded the maximum limit of 65,536 rows. Any ideas out there?Can't change form's original name in URL
Hi all, I have been duplicating + editing forms for jobs regarding the same department to maintain formatting + styling. The issue I've not run into is because I've duplicated it from an existing form, the URL doesn't seem to want to update with the newTip #7: 5 formas de mantener tus listas de correo electrónico
Tips and Tricks #7, adaptado de Susmit Sen ¡Hola, comunidad! Esta semana volvemos con nuestros Tips and Tricks para Zoho Campaigns. En esta ocasión, voy a darte algunos consejos para mantener limpias tus listas de correo electrónico, y empezar el 2021Mail Merge related Lists
When I try to merge an associated list the fields do not have a checkbox to choose them as it does in the tutorials. Am I missing something? Any ideas would be appreciated.create-a-purchase-receive API issues
Hello all, I'm trying to use the create a purchase receive inventory API documented here (https://www.zoho.com/inventory/api/v1/purchasereceives/#create-a-purchase-receive) however when I do am getting the following error {"code":9,"message":"The purchaseZoho Pagesense really this slow??? 5s delay...
I put the pagesense on my website (hosted by webflow and fast) and it caused a 5s delay to load. do other people face similar delays?Heatmap: Missing Content Elements - Zoho Page Sense
Hi there, I'm trying out Zoho Page Sense to generate heatmaps for my Wix pages. My problem: Some parts of my Wix pages don't show on my heatmap, the heatmap is just empty there. Maybe Wix default lazy loading setting causes this error? Is there a wayMarketing Tip #3: Use social proof to build trust
People trust people. Showcasing reviews, testimonials, or “bestseller” badges on your product pages can nudge hesitant buyers toward purchase. Try this today: Add one customer testimonial or highlight your top-selling product on your homepage. Or, doMake CAMPAIGNS email look as simple as possible
Hi there I'm trying to make my Campaigns email look as much like a normal email as possible. I'm a bit stuck with the "justification" of the email email block. Can I LEFT JUSTIFY the "whole email" to make it look "normal"? (Please see screenshot attached)Zoho Sign Reminder email template
Is there a template we can edit for the reminder emails? I don't see it in Settings / Choose a templatePreview an upload PDF or File
I have a form where the customer has to upload a file (normally PDF - never jpeg) When in report view I want to be able to preview the uploaded file without having to download it. If I click on the upload it downloads to my computer, I want to be ableHow to filter emails by Reply-to field?
I receive a very particular newsletter from an association A registered on a website W (that is used by many associations), and the emails fields are not great: the From just contains the generic website's W's email, while A is only mentioned in the Reply-toHow to invite friends on other social media platforms to one of my group chats in arattai?
Hello, I have formed chat groups in arattai. I want to invite my friends on other social media platforms like WhatsApp/ FB to one of my groups. Different friends would be invited to different groups. How to share an invite link of one of my groups toLine spacing
I coudn't decrease the line spacing to space smaller then a single line. There is too much space between the lines that make the document look ugly. Please fix that. Liran. fonarGoogle Fonts Integration in Pagesense Popup Editor
Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to enhance Zoho Pagesense’s popup editor with Google Fonts support. Current Limitation: Currently, Pagesense offers a limited set of default fonts. Google FontsControl Position of “X” (Close) Button in Popup Editor
Hello Zoho PageSense Team, We hope you're doing well. We would like to request a customization improvement in the PageSense popup editor. Current Limitation: Currently, the position of the “X” (close) button is fixed and cannot be customized in the popupAdd Standalone “Save” Button in Pagesense Popup Editor
Hello Zoho Pagesense Team, We hope you're doing well. We would like to request an important usability improvement in the Pagesense popup editor. Current Limitation: There is currently no dedicated Save button while building a popup. The only way to saveText Direction Control in Pagesense Popup Editor
Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to add text direction control in the Pagesense popup editor. Current Limitation: Currently, the popup editor does not provide native support for RTL (Right-to-Left)Autosave in Pagesense Popup Editor
Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to enhance the Pagesense editor with an autosave functionality. Current Limitation: Currently, changes made in the Pagesense editor must be manually saved. InBilling frequency is not displayed correctly.
Hello There is an issue while displaying the billing frequency on a subscription quote. I am able to activate the subscription details and get this lovely overview: If I am adding a Plan which I charge quarterly, first of all it should be possible toCreating Secret via Vault API
Hi I am trying to create a secret through vault api. This is the response I get. One thing I am not sure is how to decrypt the secretdata, how to get the secrettypeid? { "operation": { "result": { "error_code": "", "message": "Sorry, we are unable to process your request.",Is It Possible to Hide Menu Option from Main Navigation?
Is it possible to hide a menu option, e.g. Admin, from the Main Navigation based on some criteria, e.g. login = zoho.adminuserUnleash the power of detail, with Table View.
What use is context that's not available where you need it? With this in mind, we bring you the Table View. This feature will add more power to the way you organize and work through your ticket load. Table View comes in handy when you want more control over the ticket information you see. This is a nifty tool for users who find themselves limited in terms of the level of information that is being offered in the Classic View and Compact View. With an upper limit of 15 columns, agents can glean mostKaizen #126 - Circuits in Zoho CRM - Part 1
Hello everyone! Welcome back to another week of Kaizen! Today, we will discuss an exciting topic—Circuits in Zoho CRM. For starters, we will discuss what Circuits are, how beneficial they are for businesses, different views of a Circuit, and the differentMultiple clients in one project
Hi team, What is the possibility to have more than one client to be linked for one project in the Zoho Books? Our business model is to have a project, and this project have expenses/bills, as well, we issue invoices for this same project to several customers.Workdrive on Android - Gallery Photo Backups
Hello, Is there any way of backing up the photos on my android phone directly to a specific folder on Workdrive? Assuming i have the workdrive app installed on the phone in question. EmmaNext Page