Approvals
The Approvals module is the execution layer for every approval workflow in XBuddy. Any entity that requires human sign-off — invoices, purchase orders, leave requests, contracts, expense claims — flows through this system. Approvals provides a unified inbox, delegation management, automation policies, and an immutable audit trail.
Automation → My Tasks shows all pending approvals assigned to you across every module in one view. On mobile, approvals arrive as push notifications.
Key Entities
| Entity | Description | Path in App |
|---|---|---|
| Approval Request | A single approval instance for a record (invoice, PO, leave, etc.) | Automation → My Tasks |
| Approval Workflow | The configured chain of steps that approval requests follow | Automation → Workflow Builder |
| Approval Step | One node in a workflow: approver, condition, auto-action, or notify | Workflow Builder → Step editor |
| Delegation Rule | Routes approvals to a substitute when the primary approver is unavailable | Automation → Delegation |
| Automation Policy | Condition-based rule that auto-approves, auto-rejects, or re-routes requests | Automation → Policies |
| Escalation | Automatic re-routing when an approver exceeds their SLA | Configured per workflow step |
| Audit Trail | Immutable log of every approval action, comment, delegation, and escalation | Approvals → History |
Approval Request Lifecycle
Submitted → Pending Approval → [Approved | Rejected | Returned for Revision] → Closed
↕
Escalated (SLA breach)
↕
Delegated (approver unavailable)Key Features
- Visual Workflow Builder — drag-and-drop steps: single approval, parallel approval, AI decision, condition branch, auto-action, notify-only
- 28+ pre-built templates — covering Finance, Procurement, HR, CRM, Manufacturing, Quality, OKR, and more
- Automation Policies — rule-based conditions that auto-approve, auto-reject, or route to AI without human intervention
- Delegation Management — 25 system delegation templates; rules activate automatically based on date ranges
- Escalation Engine — SLA-based escalation to skip-level manager if approver doesn’t act within configured time
- Parallel & Serial Chains — mix serial (A → B → C) and parallel (A AND B must approve) steps
- AI Decision Step — route to AI scoring engine; auto-decide based on configured score threshold
- Mobile Approvals — approve, reject, or request changes from any device via push notification
- Comments & Attachments — every action supports an optional comment; reviewers can request additional documents
- Bulk Actions — bulk approve/reject multiple pending requests at once
Workflow Step Types
| Step Type | Description | Use When |
|---|---|---|
| Approval | Single approver must decide | Standard one-person sign-off |
| Parallel Approval | Multiple approvers simultaneously; all must approve | Board sign-off, dual control |
| Condition | Branch based on record values | Route by amount, department, or risk score |
| AI Decision | AI scores the request; decides based on threshold | High-volume, low-risk routing |
| Auto Action | Executes automatically — update field, send email, create task | Post-approval side effects |
| Notify Only | Informs recipients without blocking the workflow | FYI notifications |
Automation Policies
Policies are evaluated before any human approval step. If a policy matches, the workflow acts accordingly.
| Action | Example |
|---|---|
| Auto-Approve | Expense < 500,000 VND by trusted employee |
| Auto-Reject | Request from blacklisted vendor |
| Route to AI | High-value invoice from new supplier |
| Notify Only | Small internal purchase, no approval needed |
| Escalate | Budget overrun > 20% → skip to CFO |
Setup: Automation → Policies → New Policy → select Subject Type → define conditions → choose action → activate.
Delegation
Delegation automatically routes approvals to a substitute when the primary approver is unavailable.
How It Works
- Admin or manager creates a Delegation Rule: delegator, delegate, validity period, subject types
- When a workflow reaches an approval step, the engine checks for active delegation
- If matched, the request routes to the delegate; delegator receives a notification
- Delegation expires automatically at the configured end date
System Templates (25 templates)
| Category | Examples |
|---|---|
| Leave / Absence | Annual Leave Coverage (14 days), Sick Leave Emergency |
| Travel | Business Travel (7 days), International Conference |
| Finance Domain | Finance Manager Absence, CFO Delegation |
| HR Domain | HR Manager Absence, Recruitment Delegation |
| Operations | Warehouse Manager Coverage, Operations Manager Absence |
AI Agents
| Agent | Trigger | What it does |
|---|---|---|
| Approval Auto Classifier | Event-driven | Routes approval requests to the correct approver based on configured rules |
| Approval Rejection Analyzer | Scheduled (weekly) | Analyzes rejection patterns across all workflows; recommends policy changes |
| Approval SLA Enforcer | Scheduled (hourly) | Escalates approvals that have breached their configured SLA |
| Approver Availability Optimizer | Event-driven | Re-routes approvals when the primary approver is detected as unavailable |
| Delegation Optimizer | Scheduled (daily) | Suggests optimal delegation setup for approvers with upcoming leave |
Pre-built Approval Templates
Finance & Procurement
| Template | Steps |
|---|---|
| Invoice Approval | Finance Manager → CFO (>10M VND) |
| Budget Approval | Dept Head → Finance → CFO |
| Purchase Order Approval | Dept Head → Procurement Manager |
| Vendor Payment Approval | Finance Manager |
| RFQ Approval | Procurement Manager |
| Vendor Onboarding | Procurement → Legal |
HR & People
| Template | Steps |
|---|---|
| Leave Approval | Direct Manager |
| Overtime Request | Direct Manager |
| Salary Adjustment | HR Director → CEO |
| Recruitment Requisition | HR Manager → Dept Head |
| Payroll Run | Finance Manager |
Operations & Compliance
| Template | Steps |
|---|---|
| Contract Approval | Account Manager → Legal → Executive |
| Asset Purchase | Finance Manager |
| Quality CAPA | Quality Manager |
| Project Budget | Project Manager → Finance |
Permissions
| Permission | Description |
|---|---|
approvals:read | View approval requests and history |
approvals:manage | Configure workflows, templates, and policies |
approvals:delegate | Create and manage delegation rules |
approvals:audit | Export full audit trail |
Integration Points
| Module | Integration |
|---|---|
| Finance | Invoice, bill, expense, credit note, budget approvals |
| Procurement | PO, RFQ, vendor onboarding approvals |
| HR | Leave, overtime, recruitment, payroll run approvals |
| CRM | Quote, large sales order approvals |
| Contract Management | Contract approval before signature |
| Manufacturing | Work order release, rework, deviation waiver |
| Quality | NCR, CAPA, inspection waiver |
| OKR / Performance | Objective, IDP, PIP approvals |
FAQ
How do I see all approvals pending my action?
Go to Automation → My Tasks. All pending requests across every module appear in one list, sorted by SLA urgency.
Can I approve from my phone?
Yes. Push notifications are sent for every new approval request. Tap the notification to approve, reject, or request changes directly from the mobile app.
What happens if I don’t act before the SLA expires?
The Approval SLA Enforcer agent (hourly) detects the breach and escalates to your skip-level manager. You’ll also receive an overdue notification.
Can I add a comment when rejecting?
Yes. The comment field is available on every approval action (approve, reject, return for revision). Comments are stored in the audit trail and visible to the submitter.
Can I test a workflow without sending real notifications?
Yes. Use Test Mode in the Workflow Builder to simulate a run with a test record. No real notifications or actions are created.