# 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.

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### 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

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### 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.

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### 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.

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### 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 |

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### 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

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> 🎥 Watch a quick walkthrough

{% embed url="<https://www.loom.com/share/f2d0c29d00204fd8ad3691491babb648?sid=ee789cfc-c1a0-40aa-902b-94ed14b5b3b0>" %}

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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.