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

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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.