Approval
Last updated
Last updated
The Approval Field in Unifize allows teams to formally sign off on specific steps in a checklist using digital signatures. As a user, you may be involved in one or more stages of the approval process — whether you're requesting a signature, giving your approval, or being notified of the outcome.
All activity related to approvals is tracked and made visible in real time via My Inbox. You’ll get updates when an approval is requested, granted, rejected, or cancelled.
To ensure the approval workflow is controlled and traceable, Unifize allows checklist approval fields to require an explicit "Request Approval" action before an approver can sign off.
Configure the Approval Field
In the checklist settings, enable the "Request approval" button within the Approval field configuration.
Approval requester action
Once the field is visible in the record, the requester (typically the record owner or assigned user) will see a "Request an Approval" button. Clicking this button sends a notification to the approver.
Conversation notification
This request appears as a message in the conversation panel under My Inbox, so the approver is immediately alerted. The Checklist activity log update will show a message like: Final approval- Approval has been requested.
For teams who want to skip the manual request step, you can configure a custom automation to trigger the approval request automatically based on specific conditions (e.g., record status, field completion). This removes the need for users to click “Request an Approval” manually.
If you're assigned as an approver, you’ll get notified in My Inbox. You can:
Approve with an optional or required comment
Reject the request (may also require a reason)
Cancel the approval (if your permissions allow it)
You may also see locked fields that cannot be edited until the approval step is complete.
a. Password-based approval
When an assigned user goes to approve or reject the document, they are prompted to enter their registered email address and Unifize password to approve or reject the item.
Who can use it- Users with standard Unifize login and password or non-SSO users.
b. OTP-based approval
When an assigned user goes to approve or reject a document, they will be prompted to enter their email address and click "Generate OTP". A one-time password is sent to their email. They must enter the OTP to complete the approval.
Who can use it- Ideal for first-time users or SSO-authenticated users who do not have a Unifize password. SSO user can go to the “Change Password” setting in the Profile section to add password. This will allow them to do approval via passwords.
At any time, you can:
Check whether an approval is pending, approved, rejected, or cancelled
See who signed it, when they did, and any comments they left
Review the full history in the Conversation Thread Conversation
Unifize delivers real-time notifications in My Inbox for all four approval lifecycle actions- a. Requesting an approval b. Actual approval process c. Revoking an approved approval d. Cancelling pending approval request.
This ensures all involved users receive immediate visibility into approvals they’re part of—whether as requesters, approvers, or participants.
If an approval has already been granted but needs to be withdrawn (e.g., due to incorrect data or process change), users with “Who can cancel” access to the record can revoke the approval by clearing the approval field.
This action is logged in the conversation thread for full traceability.
If an approval request was made by mistake or needs to be deferred, the requester can click on “Cancel an Approval” before the approver takes action.
Admin
Full control over approval field config
Org Member
Can request approvals if permitted
Assigned Approver
Can approve, reject, or cancel (if enabled)
Check My Inbox regularly to respond to new approval requests.
Leave clear comments when rejecting or approving, especially in collaborative or quality workflows.
Some checklist sections may be locked while approval is pending or after it’s completed — this is intentional to maintain record integrity.
Some fields may only appear or become active after earlier approvals are completed. These are controlled by admins.
