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Approval Workflows

Approval workflows ensure that subscriptions, quotes, and deals meet your business requirements before activation. Configure rules based on discounts, products, contract values, and more to route deals through the appropriate approval chain.

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How It Works

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Key Concepts

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Approval Rules

Rules define when approval is required. Each rule has conditions that, when met, trigger an approval requirement. Example:

• Rule: “High Discount Approval”
• Condition: Discount > 20%
• Action: Require approval from Sales Manager

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Approval Groups

Groups define who can approve and how many approvals are needed.

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Approval Flows

When a subscription triggers rules, an approval flow is created containing:

• Required approval requests
• Current status
• Approval history
• Comments and notes

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Supported Conditions

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Discount-Based

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Value-Based

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Product-Based

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Term-Based

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Approval Statuses

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Flow Status

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Request Status

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Setting Up Approvals

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Step 1: Create Approval Groups

Define who can approve:

1. Navigate to Settings → Approvals → Groups
2. Click Create Group
3. Configure:
   • Name: e.g., Sales Managers, Deal Desk, Executives
   • Strategy: All, Any, or Minimum
   • Members: Add users who can approve
4. Click Save

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Step 2: Create Approval Rules

Define when approval is required:

1. Navigate to Settings → Approvals → Rules
2. Click Create Rule
3. Configure:
   • Name: Descriptive name (e.g., “High Discount Approval”)
   • Conditions: When this rule triggers
   • Approval Group: Who must approve
4. Click Save

Example Rules:

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Dashboard Experience

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For Sales Reps

1. Create subscription/quote
2. System evaluates approval rules
3. If approval needed:
   • Subscription shows “Pending Approval” status
   • Sales rep can track approval progress
   • Receives notification when approved/rejected

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For Approvers

1. Receive notification of pending approval
2. Review subscription details
3. Approve, reject, or request changes
4. Add comments for context

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Approval Center

Access Approvals in the main navigation to see:

• Pending approvals assigned to you
• Approvals you’ve submitted
• Historical approvals
• Bulk approval actions

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Managing Pending Approvals

For Approvers:

1. Navigate to Approvals in the main sidebar
2. View Pending approvals assigned to you
3. Click to review subscription/quote details
4. Click Approve or Reject
5. Add comments (optional but recommended)

For Sales Reps:

1. Your subscription shows “Pending Approval” status
2. Track progress in the subscription detail view
3. See which approvers have responded
4. Receive notification when approved/rejected

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Best Practices

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Common Use Cases

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Discount Governance

Ensure large discounts are reviewed before approval:

• Rule: Discount > 30%
• Approval Group: Executives
• Purpose: Protect margins on high-discount deals

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New Product Launch

Require approval for new products until fully ramped:

• Rule: Product = “New AI Feature”
• Approval Group: Product Team
• Purpose: Ensure proper positioning and pricing

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Enterprise Deal Review

Large deals require executive approval:

• Rule: TCV > $100,000
• Approval Group: Deal Desk
• Purpose: Review terms and ensure capacity

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Next Steps