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Approval

The Approval activity extends the Action activity to provide a decision-making task with two distinct outcomes: Approved or Rejected.

Purpose​

Use the Approval activity when you need a user to review and make a binary decision on:

  • Data submissions
  • Process continuations
  • Workflow progressions

Configuration​

Approval Activity Editor

Name​

  • Activity Name: Unique identifier for this approval in the workflow
  • Used to reference the activity in workflow design and execution logs

User Instructions​

  • Instructions Field: Large text area for detailed instructions
  • Provide clear, step-by-step guidance for the assigned user
  • Supports multi-line text for comprehensive task descriptions

Files & Links​

Add supporting materials to help users complete the approval:

  • New File: Attach files from the application for reference
  • New Url: Add links to external resources, documents, or systems
  • Files and links appear in the approval view for easy access

Due Date Type​

Configure when the approval should be completed:

  • None: No deadline specified
  • Fixed Date: Set a specific due date
  • Relative: Set deadline relative to workflow start or previous activity

Owner​

  • User or Security Group: Assign the approval to a specific user or group
  • The owner is responsible for making the approval decision
  • Only one owner can be assigned per approval
  • Click the icon to browse and select from available users and groups

Contributors​

  • Add Multiple Contributors: Users who can assist with the approval review
  • Contributors can view and work on the task alongside the owner
  • Click + New Contributor to add users or groups
  • Useful for collaborative review processes

Supervisors​

  • Add Multiple Supervisors: Users who oversee the approval
  • Supervisors can monitor progress and completion
  • Click + New Supervisor to add users or groups

Advance Rule​

Determines when this activity is triggered based on predecessor activities:

  • When All: Activity starts only after all predecessor activities complete (default)
  • When Any: Activity starts when any predecessor activity completes
  • When First: Activity starts the first time any predecessor completes, then ignores others

Outcomes​

The activity provides two exit paths that you can connect to different workflow branches:

  • Approved: Workflow continues down the approved path
  • Rejected: Workflow continues down the rejected path

Usage Notes​

  • Built on the Action activity with added outcome routing
  • The owner must explicitly select either Approved or Rejected
  • Use with conditional branching to handle different outcomes appropriately
  • Can be combined with ClearState activity in rejection scenarios to reset previous steps
  • Use clear, actionable instructions to ensure proper review
  • Attach relevant files and links to provide context for the approval decision

Best Practices​

  • Clear Instructions: Write detailed, step-by-step instructions in the User Instructions field
  • Appropriate Assignment: Assign to users who have the authority to approve/reject
  • Include Context: Add files and links that provide necessary background information
  • Set Deadlines: Use Due Date Type when timely approval is important
  • Use Contributors: Add contributors for approvals that benefit from collaborative review
  • Add Supervisors: Include supervisors when oversight or approval tracking is needed
  • Document Criteria: Clearly state what criteria should be used for approval/rejection decisions