Review Process vs. Approval Process | Online Help - Zoho CRM

Comparison between Review Process and Approval Process

Characteristics

Approval process

Review process

Execute on

Record creation and edit.

Applies to all records that enter the CRM system.

Modules 

Standard and custom

Standard and custom

Entity (records or fields) for approval

A record is considered for the approval process. 

Fields of a record will be considered for review.

Field level approval/rejection

Not allowed

Allowed. 

Individual fields can be set for review process. Each field should be approved/rejected by the reviewer.

Layout specific

No

Yes. You can configure review processes for each layout.

Who can be selected as approvers or reviewers?

  • Individual users

  • Users at specific roles

  • Users from a particular group in CRM

  • Levels (based on the role hierarchy)

  • Managers

  • Record owners 

  • Individual users

  • Users at specific roles

  • Users from a particular group in CRM

  • Record owners

How many approvers or reviewers are allowed?

Multiple

Multiple

Approval needed from all approvers or reviewers?

Depends on the configuration.

Configure whether the record should be approved by:

  • anyone (any approver)

  • everyone (all approvers)

  • parallel (all approvers in parallel)

  • in sequence (all approvers one after the other)

No.

Records can be reviewed by any reviewer. It is not mandatory for all the reviewers to mark a record as approved or rejected. Anyone can review the record. 

No. of approvers/reviewers allowed

Maximum 10

Maximum 5

Notification upon record submission

System generated email notification is sent only to the record approver.

A notification will be sent both to the record submitter and the reviewer only if notification is configured while setting up the review process. 

Action for the approver/reviewer

Task can be assigned to the approver that they need to perform upon approving a record

Action cannot be assigned to a reviewer

Action on approval/review of a record (based on configuration)

Following actions will take place upon approval of a record: 

  • Assign task

  • Email alerts

  • Call webhooks 

  • Call functions

  • Field update (can be configured for each approver in case of multiple approvals)

Notification can be sent to the record submitter, reviewer, and CRM administrators once the record is reviewed and approved.

Actions on rejection of a record (based on configuration)

Below actions will take place automatically upon rejection of a record: 

  • Assign task

  • Update field

  • Email alerts

  • Call webhooks 

  • Call functions

Notification can be sent to the record submitter, reviewer, and CRM administrators once the record is rejected. 

Reason for rejection

Approver can enter a reason before rejecting a record. 

Following pre-defined reasons can be configured:

  • Invalid Entry

  • Data Insufficient

  • Data does not match 

You can configure custom reasons too.

Resubmission

Can be resubmitted

Can be resubmitted

 

Criteria for record entry

Can be configured

Can be configured

Records outside of criteria

Will not be considered for approval

Can be assigned to a user for review

Timeline for completion of approval

No set timeline

Can define the number of days in which the review should be completed.

SLA escalation

Cannot be configured

Can be configured. The chosen user will be sent a notification after the review completion time exceeds.

Delegate records to other users

Yes. 

Can delegate a record to another user for approval

No.

Cannot delegate a record to another user.

Process reordering

Yes

Yes

Reports 

No

Yes. 

Following predefined reports are available:

  • Average waiting time in review process

  • Review status by record count

  • Field status by record count

  • Rejected reason by record count 

Deletion of process

Yes. The records awaiting for approval will be locked and the approver has to approve them.

Yes, only if there are no records waiting for review. 

Deactivation of process

Yes. 

The records waiting for approval would be locked. They can be approved or rejected from the list view.

Yes.

 

The records waiting for review can be:

  • Rejected

  • Move them into the CRM system.

  • Exit them and run through other active review processes.

 

    Access your files securely from anywhere

      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

                                                                                                              • 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 ...
                                                                                                              • 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, ...
                                                                                                              • 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, ...
                                                                                                              • 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. ...
                                                                                                              • 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 ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

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



                                                                                                                  eBooks

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



                                                                                                                  Webinars

                                                                                                                  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