# Configuring approval workflows The **Approval Field** in Unifize allows you to structure workflows that require sign-off before a record can proceed. It helps enforce formal reviews and drive accountability across roles—whether you're reviewing SOPs, managing CAPAs, or handling document revisions. Now with full real-time notifications across all approval actions, teams stay informed and responsive throughout the approval lifecycle. *** ### Accessing the Process Builder To configure approval workflows: 1. Click **Manage** from the left sidebar 2. Locate your process and click the **✏️ pencil icon** to open the template editor 3. You’ll be in the **Process Builder**, where you can edit checklists, add fields, and define approvals ### Adding an Approval Field 1. In the Checklist tab, click **Add Field** 2. Select **Field Type: Approval** 3. Click the ⚙️ **gear icon** to configure the approval workflow *** ### Key Configuration Options #### Approvers Choose who can approve: * Specific users, roles, or participants * Users pulled from a field (e.g., Owner) * Option to **prevent requester from approving** * Option to restrict approval to specific **statuses** #### Comments & Request * Show or hide the **Request Approval** button * Require comments for approval, rejection, or cancellation * Define **minimum number of approvers** #### Field Locking * Lock fields, sections, or the entire checklist on: * Request * Approval * Rejection * Use **inherit mode** to follow locking behavior from other approvals #### Contingent Approvals Make an approval dependent on the completion of a prior approval field—ideal for multi-stage sign-offs. *** ### Automation Triggers You can automate record behavior based on approval activity: * **On Request** – Add/remove participants, send messages, change status * **On Approval** – Update fields, mark revision as current, move to next stage * **On Rejection** – Trigger alerts, cancel downstream approvals, reassign ownership > You can also configure automations for approval cancellations. *** ### Real-time notifications Unifize delivers **real-time notifications in My Inbox** for all four approval lifecycle actions. This ensures all involved users receive immediate visibility into approvals they’re part of—whether as requesters, approvers, or participants. | Stage | Description | | ---------------------- | -------------------------------------------- | | Request approval | A user initiates an approval | | Approval | The approval is granted | | Cancel approval | A previously approved approval is revoked | | Cancel pending request | A user withdraws the request before approval | *** ### Best Practices * Use clear, role-specific field names (e.g., “QA Sign-Off”, “Engineering Review”) * Limit the number of approvers to reduce turnaround time * Use status-based controls to gate approval actions * Combine with locking and automation for more controlled workflows *** > 🎥 Watch a quick walkthrough {% embed url="" %} *** Approval workflows in Unifize bring visibility, structure, and traceability to key review points in any process. With flexible roles, conditional logic, and automation support, they can adapt to a wide range of operational needs. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.unifize.com/admin-guide/customization-and-configuration/configuring-approval-workflows.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.