Approval Workflows

Configure approval requirements for sensitive operations in Kuviq.

Overview

Approval workflows add oversight to critical operations by requiring authorization before actions are executed. This is useful for:

• Preventing accidental deletions
• Ensuring high-value changes are reviewed
• Meeting compliance requirements
• Maintaining audit trails for sensitive operations

How It Works

1. An admin creates an approval workflow (e.g., "Require approval for item deletion")
2. When a user attempts the action, they submit an approval request
3. Designated approvers are notified
4. An approver reviews and approves or rejects the request
5. If approved, the action is executed automatically

Creating a Workflow

Navigate to Workflows

1. Go to Admin > Approval Workflows
2. Click Create Workflow

Configure the Trigger

Field	Description
Name	Descriptive name (e.g., "High-value item deletion")
Description	Explain when and why this workflow applies
Resource	The type of resource (Items, Users, Templates, etc.)
Action	The operation requiring approval (Delete, Update, etc.)

Set Conditions (Optional)

Add conditions to limit when approval is required:

Condition Type	Example
Greater than	Value > 1000 (for high-value items)
Less than	Quantity < 10
Equals	Status = "Active"
Contains	Name contains "Critical"

Without conditions, approval is required for all matching actions.

Configure Approvers

Choose who can approve requests:

Approver Type	Description
Any Admin	Any user with Admin or Super Admin role
Manager	The user's direct manager
Specific User	A designated individual
Role	Users with a specific role

Additional Settings

Setting	Description
Required Approvals	Number of approvals needed (default: 1)
Expiration	Hours until request expires (default: 48)
Notify on Request	Email approvers when request is submitted
Notify on Decision	Email requester when decided

Managing Requests

For Requesters

When you attempt an action that requires approval:

1. You'll see a dialog explaining approval is required
2. Enter a reason for your request
3. Submit the request
4. Wait for approval notification

Track your requests:

• Go to Admin > Approval Requests
• Filter by "My Requests"
• View status: Pending, Approved, Rejected, Expired

For Approvers

When a request needs your approval:

1. You'll receive an email notification (if enabled)
2. Go to Admin > Approval Requests
3. Click on the pending request
4. Review the details and requester's reason
5. Add an optional comment
6. Click Approve or Reject

Workflow Templates

Kuviq provides templates for common scenarios:

Delete High-Value Items

Trigger: Delete Items where value > 1000
Approvers: Any Admin
Required: 1 approval
Expires: 48 hours

User Deletion

Trigger: Delete Users
Approvers: Super Admin
Required: 1 approval
Expires: 24 hours

Configuration Changes

Trigger: Update Templates
Approvers: Any Admin
Required: 1 approval
Expires: 72 hours

Best Practices

When to Use Approval Workflows

Scenario	Recommended
Deleting items	Yes, especially high-value
Deleting users	Yes
Changing templates	Optional
Creating items	Usually not needed
Performing inspections	No

Setting Appropriate Timeouts

Urgency	Expiration
Urgent operations	24 hours
Normal operations	48 hours
Low-priority changes	72+ hours

Avoiding Bottlenecks

1. Use "Any Admin" for flexibility
2. Don't require too many approvals
3. Keep expiration times reasonable
4. Have backup approvers available

Audit Trail

All approval decisions are logged:

• Who requested the action
• When it was requested
• Who approved/rejected
• Their comments
• When the decision was made
• Whether the action was executed

View the audit log in Admin > Security > Audit Logs.

Troubleshooting

Request Expired

• The request wasn't addressed in time
• Submit a new request
• Consider longer expiration times

No One Can Approve

• Check the approver configuration
• Ensure designated approvers have access
• Consider using "Any Admin" instead of specific users

Action Not Executing After Approval

• Check the item still exists
• Verify the approver has permission
• Review audit logs for errors

Next Steps

• Permissions - Understanding user permissions
• Audit Logs - Viewing security logs
• Roles - Role-based access control