Glossary · Process, permissions, and security
What is an approval chain?
An approval chain is a workflow that sets which people or roles must approve a request or document, and in what order, before it takes effect. A rule decides which requests need approval; the chain decides who gives it. Each decision stays on record with who made it and when.
Last updated: · Author: Şevket Erer, Co-founder, AI Specialist
What does an approval chain protect?
Some decisions should not rest with one person: a discounted quote, a purchase over budget, a long leave request, or a new permission for a user. An approval chain sets out in advance who these decisions pass through, and nobody approves their own request. The chain's second job is speed. When it is clear where approval goes, a request does not get lost in email. Managers see what is waiting in one list, and the requester knows which step the request has reached.
What steps make up an approval chain?
An approval chain starts with a rule that says which request type needs approval under which condition, for example a quote above a certain discount or spending above a certain amount. Approvers are put in order or run at the same time. Each approver approves, rejects or asks for an explanation, and who decided what and when is kept under the request.
- The rule is written
Decide which kinds of request need approval and under what condition, for example a quote above a set discount or spending above a set amount.
- The order is set
Approvers are put in sequence or run in parallel. If roles are used instead of named people, a deputy approves when the manager is away.
- The request moves
Each approver approves, rejects, or asks for more detail. The reason for a rejection goes back to the requester.
- The record stays
Who decided what, and when, is kept under the request.
An example
At a furniture maker, sales reps can send quotes themselves up to a set discount. Above that the quote goes to the sales manager, and for very large discounts to the general manager. A rep enters a steep discount on a big hotel project. Before it is sent, the quote goes to the sales manager for approval; the manager trims the discount, approves it, and the reason stays on the quote.
How it looks in Corex360
X AI stops and asks on money, contract, and people decisions; sending, discounts, payments, leave, and permissions wait for approval. In the Human Resources module, leave, advance, and overtime requests go through an approval flow. Every approval is logged with who gave it, when, and from which device. A permission change needs a manager's approval and is logged.
Terms often confused with it
| Rules engine | A rules engine runs work automatically when conditions are met. An approval chain is one of the flows it produces: the rule decides which requests need approval, and the chain decides who approves. |
|---|---|
| Role-based access control | Access control decides who can see and change what. An approval chain decides who an action must pass through before it takes effect. Someone with permission can still be subject to the chain. |
Related terms: Rules engine, Role-based access control
FAQ
In an approval chain, what happens when an approver is away?
If the chain is tied to a role rather than a person, a deputy holding the same role approves. In a chain tied to a named person, the request waits until they are back, so deputies should be set up from the start.
How many steps should an approval chain have?
Match the steps to the risk. One step is enough for small, frequent requests; sending every request through many people slows the chain and turns approval into a habitual signature.
In an approval chain, can approval be given from a phone?
Yes, where the system has a mobile app. The approver sees the notification, opens the request, and decides, and the decision is logged with its time.
Sources
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