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How to configure approval rules?

Define managerial validation rules to control your quotes before publication

Introduction

Approval rules allow you to set up a managerial validation workflow for your quotes. When a quote meets certain conditions (high amount, margin too low, significant discount, specific customer, etc.), it must be approved by one or more approvers before it can be published and sent to the customer.

This mechanism ensures compliance with your sales policy and allows managers to control the commitments made by their teams. It also prevents sales reps’ errors by automatically blocking non-compliant quotes, and removes situations where a quote remains blocked without anyone understanding why. Thanks to approval workflows, your quotes move forward faster and securely.

You can define multiple successive approval steps for cases requiring hierarchical validation.

Access

  1. In the left side menu, click Workflow
  2. Click Approvals

View the list of approval rules

The list shows all approval rules configured in your workspace with the following information:

  • Status : Active or Inactive
  • Name : Name of the approval rule
  • Reference : Technical reference
  • Description : Rule description
  • Updated : Date of last modification

Use the search bar to find a specific rule.

Create an approval rule

Creating an approval rule lets you define the triggering conditions and the associated validation workflow.

  1. Click + New approval at the top right
  2. Fill in the general information:
    • Name * : Rule name (e.g., Margin validation < 20%, Quote approval > 50k€)
    • Reference : Technical reference
    • Internal description : Description for your team (context, use case, etc.)
  3. In the right side panel, set the Status (Active/Inactive)

Define triggering conditions

The Conditions block lets you define when the approval rule should apply. You can combine multiple conditions and choose the overall logical operator: AND (all conditions must be met) or OR (at least one condition must be met).

Available attributes

Select the attribute the condition applies to:

  • Amount : Total quote amount
  • Margin : Quote margin rate
  • Global : Global condition
  • Customer : Specific customer
  • Customer segment : Segment the customer belongs to
  • Product : Product included in the quote
  • Price list : Pricebook used
  • Catalog : Catalog used
  • Payment terms : Selected payment term
  • Payment methods : Selected payment method
  • Team : Sales rep’s team
  • Discount : Discount applied to the quote

Available operators

Operators vary depending on the selected attribute:

For Amount and Margin:

  • Equal
  • Greater than
  • Greater than or equal
  • Less than
  • Less than or equal

For all other attributes:

  • Equal only

Add conditions

  1. Select the overall operator (AND or OR) at the top of the Conditions block
  2. Select an attribute
  3. Select an operator
  4. Enter the corresponding value
  5. Click + Add a condition to add other criteria
💡 Example with AND : Trigger an approval when the margin is less than 20% AND the amount is greater than 10 000€.
💡 Example with OR : Trigger an approval when the customer is "Key account" OR the amount exceeds 100 000€.

Configure approval steps

The Approval steps block lets you define the validation workflow. You can create several successive steps for hierarchical validation.

Configure a step

For each step, provide:

  • Step name : Step label (e.g., Manager validation, Management validation)
  • Approvers : Select users authorized to approve
  • Approval type :
    • All approvers must approve : Each approver must validate to move to the next step
    • The first to respond can approve or reject : The decision of the first approver to respond applies

Click + Add approvers to add multiple people to a step.

Add steps

Click + Add a step to create a new validation step. Steps are executed in order: the quote moves to step 2 only if step 1 is approved.

💡 Example : Step 1 = Approval by the Manager (first to respond), Step 2 = Approval by Sales Management (all must approve).

Link the rule to a template

The Approval used in block shows the templates that use this approval rule.

To link a rule to a template, go to the quote template configuration and select the approval rules to apply.

Enter external identifiers

If you use external systems, enter the corresponding identifiers:

  • CRM ID : Identifier in your CRM
  • ERP ID : Identifier in your ERP
  • Accounting ID : Identifier in your accounting software

Save

Once configuration is complete, click Save at the top right.

Related articles

  • How to create a quote?
  • How to manage quote templates?
  • How to submit a quote for approval?
  • How to approve or reject a quote?