A Step-by-Step Guide for the Approval Process in Zoho CRM

In any business, certain records require validation before they are finalized. Whether it’s a deal, discount, or expense approval, an Approval Process ensures that only authorized records move forward. Zoho CRM provides a structured way to automate this validation, helping businesses streamline decision-making and avoid errors.

In this guide, we’ll walk you through setting up an Approval Process in Zoho CRM, step by step.

Understanding Zoho CRM’s Approval Process

An Approval Process in Zoho CRM helps businesses define rules for approving records based on specific criteria. It involves:

• Entry Criteria (when a record should enter the approval process).
• Approvers (who can approve or reject a record).
• Actions (what happens when a record is approved or rejected).

Step 1: Navigating to the Approval Process

To set up an Approval Process in Zoho CRM:

1. Log in to your Zoho CRM account.
2. Click on the Settings (gear icon) in the top-right corner.
3. Under Automation, select Approval Process.
4. Click the Add Approval Process button.

Step 2: Choose a Module

An approval process applies to specific modules such as Leads, Deals, Invoices, Contacts, Cases, etc.

1. Select the Module where you want the approval to apply (e.g., Deals) and when to execute(Create, Edit, or both)
2. Click Add Rule to this process.

Step 3: Define Entry Criteria

You need to set conditions that determine when a record should enter the approval process.

1. Choose a field (e.g., “Deal Amount” or “Discount %”).
2. Set the condition (e.g., “Deal Amount is greater than $10,000”).

Example: If a salesperson creates a deal above $10,000, it should require manager approval.

Step 4: Assign Approvers

Zoho CRM allows you to select different types of approvers:

• Manager – The direct manager of the user who created the record.
• Users – Select specific team members for approval.
• Role – Assign approvers based on hierarchy (e.g., Sales Manager).
• Level – Define approval levels within the hierarchy.
• Owner – The record owner can act as the approver.
• Group – Assign approval to a group of users.

Steps:

1. Select who should approve the record.
2. Define if multiple approvers are needed.

Step 6: Configure Actions for Approval & Rejection

Once an approver takes action, you need to define what happens next.

1. Actions on Approval

When a record is approved, you can:

• Assign Task – Automatically creates a task for a user upon approval.
• Update Fields – Modifies specific fields in the record based on approval status.
• Email Notification – Sends an email alert upon approval or rejection.
• Call Webhooks – Triggers an external API call to integrate with other applications.
• Call Functions – Executes a custom function to automate additional actions.

2. Actions on Rejection

When a record is rejected, you can:

• Update Fields – Modifies specific fields in the record based on reject status.
• Email Notification – Sends an email alert upon rejection.
• Call Webhooks – Triggers an external API call to integrate with other applications.
• Call Functions – Executes a custom function to automate additional actions.

Click Save & Next after setting these actions..

Step 7: Save & Activate

1. Review all settings.
2. Click Save to activate the process.

Now, your approval process is live! 

Step 8: Testing the Approval Process

Before fully implementing, test the process by:

1. Creating a record that meets the approval criteria.
2. Checking if the approval request is triggered.
3. Verifying if approvals and rejections follow the defined actions.

Zoho CRM also provides an option to delegate approval actions to another user if needed.

Example:

• If a deal amount is greater than $1,000, it will automatically require approval.

• Once approved, the following actions will be executed:
  • Email Notification is sent.

• Any additional configured actions (e.g., updating fields, assigning tasks) will be triggered.

Conclusion

Setting up an Approval Process in Zoho CRM ensures that important records go through a structured validation process before moving forward. This not only streamlines decision-making but also reduces errors and enhances compliance. By defining clear approval criteria, assigning the right approvers, and automating follow-up actions, businesses can improve efficiency and maintain better control over critical records.

Would you like to explore advanced approval configurations, such as multi-stage approvals or automated escalations? Let me know how I can help!