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Request Approval

The Request Approval action pauses your workflow to request human approval or decision-making. It creates customisable approval requests with multiple button options and routes the workflow based on the user's choice.

Overview

Request Approval is perfect for:

  • Approval workflows: Get sign-offs on documents, proposals, or requests

  • Decision gates: Route workflows based on human judgment

  • Quality control: Review content or processes before continuation

  • Compliance verification: Ensure regulatory requirements are met

  • Multi-option decisions: Provide several response choices

How to Add Request Approval

How to add the Request Approval node

  1. Click the "Add Action" button in the top left corner of your canvas

  2. Navigate to the "Operator Actions" section

  3. Select "Request Approval"

  4. The node will be added to your workflow canvas

  5. Connect it between the appropriate workflow steps

Configuring the Request Approval Node

Title Configuration

How to set the approval title

  1. Click on the Request Approval node to open its configuration

  2. In the "Title" field, enter a clear, descriptive title

  3. Use specific language that tells the approver exactly what they're approving

  4. Keep titles concise but informative

Examples of effective titles:

  • "Approve Marketing Campaign Budget"

  • "Review Customer Refund Request"

  • "Authorise Employee Time Off"

Description Configuration

How to write the approval description

  1. In the "Description" field, provide comprehensive context

  2. Include relevant information from previous workflow steps

  3. Explain what the approval decision will trigger

  4. Add any deadlines or urgency indicators

Best practice for descriptions:

  • Include key details and background information

  • Reference specific amounts, dates, or criteria

  • Explain the consequences of each approval option

  • Keep language clear and professional

Button Configuration

How to set up approval buttons

  1. Each approval option gets its own button configuration

  2. Click on a button to customise it

  3. Set the button text (what the approver will see)

  4. Choose the button style from these options:

    • Default: Standard button appearance

    • Success: Green styling for positive actions (like "Approve")

    • Secondary: Neutral styling for alternative options

    • Destructive: Red styling for negative actions (like "Reject")

    • Outline: Border-only styling for less prominent options

    • Ghost: Minimal styling for subtle actions

    • Link: Text-only styling for informational actions

Button configuration tips:

  • Use clear, action-oriented language ("Approve", "Reject", "Request Changes")

  • Limit to 2-4 buttons to avoid decision paralysis

  • Match button style to the action type (Success for approvals, Destructive for rejections)

  • Order buttons logically with the most common action first

Assignee Configuration

How to assign approval tasks

  1. In the "Assignees" section, choose your assignment method:

Assign to Specific User:

  • Select individual team members from the dropdown

  • Best for dedicated approvers or specific role holders

  • Ensures the right person handles domain-specific decisions

Assign by Role:

  • Choose from available roles (Owners, Builders, Operators)

  • Automatically includes all users with that role

  • Better for coverage when specific people might be unavailable

  • Scales automatically as team membership changes

💡 Assignment Strategy: Use role-based assignment for broader coverage, specific user assignment for specialised decisions.

Workflow Branching with Request Approval

How Button Responses Create Workflow Paths

Setting up branching logic

  1. Each button you configure creates a separate output connection point

  2. The button clicked by the approver determines which workflow path is followed

  3. Connect different subsequent actions to each button's output

  4. Design different workflow paths for different approval outcomes

Example branching scenarios:

  • "Approve" button: Continue to next automation step

  • "Reject" button: Send notification email and end workflow

  • "Request Changes" button: Loop back to earlier workflow step

  • "Escalate" button: Assign to different approver or management

Accessing Approval Decision Data

How to use approval data in subsequent steps

  1. The approval decision is stored as a workflow variable

  2. Reference it in later actions using variable syntax

  3. Use the decision to customise subsequent workflow behavior

  4. Access approver information and timestamp data

Best Practices

For Clear Approval Requests

  • Be Specific: Clearly state what is being approved

  • Provide Context: Include all information needed for an informed decision

  • Set Expectations: Indicate urgency level and expected response time

  • Include Relevant Data: Reference key details like amounts, dates, or metrics

For Button Design

  • Logical Organisation: Order buttons from most to least likely

  • Visual Hierarchy: Use styles that match button importance

  • Clear Language: Use action verbs that indicate exactly what happens

  • Appropriate Quantity: Stick to essential options only

For Assignment Strategy

  • Consider Coverage: Ensure someone will always be available to respond

  • Match Expertise: Assign to people with relevant knowledge or authority

  • Plan for Absences: Use role-based assignment or multiple assignees for critical approvals

  • Document Process: Make approval criteria and expectations clear

Working with Approval Tasks

What Happens When Approval is Requested

  1. Workflow Pauses: Execution stops at the Request Approval node

  2. Task Creation: A task is created in the assignee's Request Inbox

  3. Notification Sent: Email notification sent to all assigned users

  4. Awaiting Response: Workflow remains paused until someone responds

  5. Decision Recorded: Button choice is saved with timestamp and user info

  6. Workflow Continues: Execution resumes following the chosen button path

Approval Task Details

Approvers will see:

  • The title and description you configured

  • All available button options with their styling

  • Context from the workflow (if included in description)

  • Information about the workflow that generated the request

⚠️ Important: Workflows will remain paused until someone completes the approval task. Plan for appropriate timeouts or escalation procedures.

Troubleshooting

Common Issues and Solutions

Approvers not receiving notifications

  • Verify email settings in user profiles

  • Check that assigned users have proper permissions

  • Confirm users are active in the organisation

Workflow not continuing after approval

  • Ensure button outputs are connected to subsequent actions

  • Check that the next actions don't have configuration errors

  • Verify the workflow is published and active

Too many approval options causing confusion

  • Simplify to the most essential decision points

  • Use clear, distinct button labels

  • Provide detailed descriptions for complex scenarios

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