Adding Approval Process | Online Help - Zoho CRM

Adding an Approval Process

Each approval process is associated to a rule that defines the process. You need to specify the rule criteria, the approval authority and also actions that need to be carried out on approval or rejection. Create approval processes for purchase orders, billing discounts, and project budgets.

To add an approval process

  1. Go to Setup Process Management Approval Processes.
  2. In the Approval Process List page, click Add Approval Process.
  3. In the  New Approval Process page, do the following:
    • Select the Module to which you want to apply the approval process.
    • Specify a Name and Description for the approval process.

    • Select the following option(s) based on which the approval process will be executed.
      • Record Creation - Approval process will be triggered when a record is created.
      • Record Edit - Approval process will be triggered when a record is edited.
  4. Click Add Rule to this Process.
  5. Specify the  RuleCriteria. Approval process will be applicable to the records that meet the criteria.
    Adding criteria is mandatory. You can edit the criteria pattern manually, if required.

  6. Under  Who should Approve, select  UsersRolesGroups,  Levels or Record Owner from the drop-down lists.

  7. Levels are listed based on the number of levels defined in your organization's role hierarchy. When you select levels, the approving authority is applied for the record based on its owner's level in the role hierarchy. For example: The user who is the record's owner, has three superior roles and the Approval Process asks for 2 levels of approval. In this case, the record needs to be approved by a user each from the immediate two superior roles.
    - If the record owner is chosen as the approver then, they will receive a notification when the record is modified or edited by anyone. 
    - If the record owner's CRM account is inactive or deleted, then the record will be automatically approved.
    - If the record is edited by anyone other than the record owner, such that it satisfies the approval criteria, the record will be locked for the record's owner approval.

  8. Click the Add icon to include more users who need to approve. On adding more than one entry for approval, you will get the following options:
    • Anyone - Select this option if you want any one of the members to approve.

    • Everyone - Select this if your want all the members to approve. You can either set the multiple approvals to be parallel or sequential.
      • Sequential - All the users need to approve in a sequence. Only after first user approves will the second user be able to approve. The user mentioned first, on the top of the list, will be the first person to approve the record followed by the next user and so on.
      • Parallel - All the users need to approve. They can approve simultaneously. There is no sequence in which they need to approve.

  9. You can create or associate a task to be assigned to the approver while sending for approval.

  10. Specify the Action on Approval that includes adding a task, sending email alerts, field update, calling webhooks and functions.

  11. Specify the Action on Reject that includes updating fields, sending email alerts, calling webhooks and functions.

  12. Click Done and Save.
  • You may create multiple rule entries for an approval process. Make sure you reorder the rule entries based on its priority. The first rule entry that matches the record will be applied to the record.
  • For each module, a maximum of 10 approval processes can be active. In each approval process, you can add up to 5 rule entries.
  • Under Who should Approve, you can select 10 entries. You can either select users, roles, groups or levels. If you select a role with no users associated to it, the record will be automatically marked as approved in that particular level.
  • When a role is chosen as the approval authority, the record can be approved by the first user added to that role. The same applies to Groups, where the first user listed in the group must approve the record.
  • When the reporting hierarchy is chosen for an org, you can select the reporting manager as an approver. In cases where a reporting manager is not available, the record can be approved by the first user in a higher role/ CEO/ admin, based on the option chosen in the hierarchy preference tab.
  • When the role hierarchy is chosen, you can choose manager as an approver. This refers to the first user in the immediate higher role.
  • Users with Administrator profile can view all the records that are waiting for approval in the organization. Administrator can also approve or reject the records at anytime.
  • You can create a set of actions on approval and rejection. These actions include sending email alert, updating field, assigning task, calling webhooks and calling custom function.
  • When a record is waiting for approval, the Convert, Delete and Edit options are disabled. The record will be marked as Waiting for approval and an option to Respond (Approve, Delegate or Reject) will be available in the record's details page.
  • The user will receive a mail and notification, regarding the approval process.

  • You can view the locked records in the list view.

  • When a couple of records are waiting for approval, and the approval process is modified, the changes made to the process along with its actions will not be applicable to those records that are already for approval.
  • You can delete a process whenever required. The records waiting for approval will then be unlocked allowing you to proceed with deleting the process.
  • If a record meets more than one rule entry, it will be submitted for approval based on the first rule entry that it matches in the given approval process.
  • Records that are rejected can be submitted again for approval from the record details page.


    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now

            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION

                                      You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.

                                          Manage your brands on social media

                                            Zoho Desk Resources

                                            • Desk Community Learning Series

                                            • Digest

                                            • Functions

                                            • Meetups

                                            • Kbase

                                            • Resources

                                            • Glossary

                                            • Desk Marketplace

                                            • MVP Corner

                                            • Word of the Day

                                              Zoho Marketing Automation

                                                Zoho Sheet Resources


                                                    Zoho Forms Resources

                                                      Secure your business
                                                      communication with Zoho Mail

                                                      Mail on the move with
                                                      Zoho Mail mobile application

                                                        Stay on top of your schedule
                                                        at all times

                                                        Carry your calendar with you
                                                        Anytime, anywhere

                                                              Zoho Sign Resources

                                                                Sign, Paperless!

                                                                Sign and send business documents on the go!

                                                                Get Started Now

                                                                        Zoho TeamInbox Resources

                                                                                Zoho DataPrep Resources

                                                                                  Zoho DataPrep Demo

                                                                                  Get a personalized demo or POC

                                                                                  REGISTER NOW

                                                                                    Design. Discuss. Deliver.

                                                                                    Create visually engaging stories with Zoho Show.

                                                                                    Get Started Now

                                                                                                        • Related Articles

                                                                                                        • FAQs: Approval Process

                                                                                                          What is an approval process? Approval processes allow organizations to streamline the approval of various business activities across Zoho CRM. For example, an organization may need a senior member to approve sales orders, budgets, capital expenses, ...
                                                                                                        • Reorder Approval Processes and Process Rules

                                                                                                          When there are multiple approval processes for a module, the system checks if a record matches the criteria in an approval process in the same order in which it is listed. By default, the approval processes are listed in a chronological order with ...
                                                                                                        • FAQs: Review Process

                                                                                                          1. What is the purpose of a review process? A review process allows you to check and validate the values of a field before the record enters the CRM system. For example, responses entered for fields such as qualification, eligibility criteria, GPA, ...
                                                                                                        • Approval Process: an Overview

                                                                                                          There may be several instances in your business when certain actions need approval from one or more senior decision-makers. For instance, sales reps offering product discounts to customers need the approval of their manager before they do so. ...
                                                                                                        • Review Process

                                                                                                          Why is review process required in business? It is always the best practice to analyse, and most importantly, verify the information that enters the organisation’s database. In the long run it helps in maintaining a clean database and saves a lot of ...
                                                                                                          Wherever you are is as good as
                                                                                                          your workplace



                                                                                                            Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                                                            Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                                                            Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                                                            CRM Tips

                                                                                                            Make the most of Zoho CRM with these useful tips.

                                                                                                              Zoho Show Resources