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An approval rule is a condition plus the approver groups that must sign off when it matches. Rules live in rulesets, are evaluated against a subscription version or quote before it activates, and — within a ruleset — the first matching rule by priority is the only one that applies. Use this page when you are deciding what should trigger an approval and how to order rules so the right people are asked. Rules are configured in the dashboard under Settings → Approvals; there is no public API for them. For the overall model see the Approvals overview; for a guided setup see the Setup Guide.

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Creating a rule

  1. Open Settings → Approvals and the ruleset the rule belongs to.
  2. Click New rule and set:
    • Name and description — say what the rule is for, e.g. “High Discount Approval”.
    • Conditions — one or more of the types below, combined with ALL or ANY.
    • Approver groups — at least one.
    • Priority — evaluation order within the ruleset; lower runs first.
    • Enabled — disabled rules are skipped.
  3. Save.

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Condition types

Operators for discount conditions: greater than, greater than or equal, less than, less than or equal, equal, not equal. Discount type is required on discount conditions and matters: a rule set to percentage does not match a fixed amount discount of the same value, and vice versa.

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Examples

  • Require product-team approval whenever “Enterprise Support” is added → product_presence.
  • Require manager approval when any product is discounted by 20% or more → any_product_discount_threshold, ≥, 20, percentage.
  • Require legal approval whenever a rep edits a standard clause → clause_modified.
  • Require deal-desk approval for every deal during a pricing migration → always.

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The always condition

An always rule cannot be combined with other conditions in the same rule and cannot be negated. Because only the first matching rule in a ruleset applies, every rule below an always rule is unreachable — give it the highest priority number unless you intend it as a blanket override. A rule that matches unconditionally never asks for a justification, even in a ruleset that requires one.

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Combining conditions

A rule with several conditions combines them with:
  • ALL — every condition must be true. “Enterprise Support” is present and any product is discounted by more than 15%.
  • ANY — one is enough. Any product is discounted by more than 30% or a standard clause was modified.

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Priority and first-match-wins

Within a ruleset, rules are evaluated lowest priority number first, and evaluation stops at the first match. A 45% discount matches rule 1 and stops: only the executive group is asked. Reverse the priorities and the manager rule would match first, so the executive would never see it. Put the strictest rule at the lowest number.

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Rulesets

Rules are not scoped to plans or products; they live in a ruleset, which is evaluated as a unit. Every enabled ruleset is evaluated, and each can contribute one rule. Two rulesets covering the same ground therefore stack approvals. Keep related rules together — discounts in one ruleset, legal terms in another — so each concern yields exactly one approval. To limit a rule to particular products, use a product condition.

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Managing rules

  • Edit — open the rule, change it, save. Existing flows are not re-evaluated by a rule edit alone.
  • Disable rather than delete when you might want a rule back.
  • Delete from the rule’s menu. Deleting a rule does not affect flows already opened; they continue with their current requirements.
  • Reorder by dragging rules within the ruleset, which rewrites their priorities.

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Evaluation

Rules are evaluated against a subscription version before it is published (or a quote before it is sent), and re-evaluated when its pricing or terms change. The result is shown on the deal so the rep sees what will be required before committing: The Approval section on the subscription or quote lists the rules that fired.

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Rule examples

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Discount governance

One ruleset, strictest first, so a deal picks up exactly one level of approval.

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Product governance

A separate ruleset, so it fires alongside a discount approval.

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Troubleshooting

A rule never triggers. Check, in order: the ruleset is enabled; the rule is enabled; a lower-numbered rule in the same ruleset is matching first; the condition’s discount type matches how the discount was applied; the product on the condition is the product on the subscription. Too many approvals. Count the enabled rulesets — each contributes a rule. Consolidate related rules into one ruleset, and raise thresholds that fire on nearly every deal.

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Next steps

Approval Flows

What happens after a rule matches.

Setup Guide

Rulesets, groups, and notifications end to end.