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:
Click Manage from the left sidebar
Locate your process and click the ✏️ pencil icon to open the template editor
You’ll be in the Process Builder, where you can edit checklists, add fields, and define approvals
Adding an Approval Field
In the Checklist tab, click Add Field
Select Field Type: Approval
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
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.
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