How to Manage Data Quality with Review Processes in Horilla CRM

Maintaining accurate and validated data across a CRM is critical for sales effectiveness. Not every record update or new entry should go live without oversight — some fields, such as deal close dates, budget values, or contact details, may require a second set of eyes before they are considered final.

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Review Processes in Horilla CRM provide a structured mechanism to enforce this oversight. When a record meets defined criteria, the system flags specific fields for review and assigns the task to designated approvers. This ensures that sensitive or business-critical information is always validated before being acted upon.

Navigating to Review Processes

To access Review Processes in Horilla CRM:

Go to Settings ->  Process Builder -> Review Processes

Review Process List View

The Review Process list displays all configured review workflows in the system.

Each entry in the list shows:

• Title — The name of the review process, which is also a clickable link that navigates directly to the detail view
• Module — The CRM module the process applies to (Lead, Opportunity, Contact, or Account)
• Status — An active/inactive toggle indicating whether the process is currently running
• Actions — Edit and delete controls for managing each process

Important: Only one review process can be active per module at a time. To activate a new review process for the same module, the currently active process must first be deactivated manually.

Creating a Review Process

Click New to open the creation form.

The form includes the following fields:

• Title: A descriptive name that identifies the review process. Choose a name that reflects the module and the purpose of the review.
• Module: Selects which CRM module the review process governs. Options typically include Lead, Opportunity, Contact, and Account. 
• Fields to Review: Specifies which fields on the record will be surfaced for review. These are the fields an approver will examine and validate when a matching record is submitted. Multiple fields can be selected. 
• Notify on Resubmission: When enabled, approvers receive a notification whenever a previously reviewed record is resubmitted for another round of review. 
• Notify on Approval: When enabled, the record owner or submitter receives a notification confirming their record has been approved. 
• Notify on Rejection: When enabled, the record owner or submitter is notified if their record is rejected, prompting them to make corrections.
• Is Active Controls whether the review process is live.
  • Active: The process runs automatically. Records matching the defined criteria are enrolled and routed to approvers.
  • Inactive: The process is paused. No records are enrolled, and no review tasks are triggered.
• Criteria: Defines the conditions a record must meet to be enrolled in this review process. Each condition is built from three parts:
  • Select Field — The field on the record to evaluate
  • Select Operator — The comparison logic (equals, greater than, contains, etc.)
  • Enter Value — The value to compare against

Multiple conditions can be added using + Add More. A logical operator (AND / OR) connects conditions when more than one is configured.

If no criteria are set, the review process applies to all records in the module without filtering.

Click Save to create the review process.

Review Process Detail View

Clicking the title of any review process in the list opens its dedicated detail view.

The detail page is the central workspace for managing the review process and is structured into three areas.

1. Header Navigation

The top of the page provides:

• Back Arrow — Returns to the Review Process list view
• Process Title — Displayed prominently for context
• Add Rule — Opens the form to create a new review rule for this process
• Edit Process — Opens the process creation form pre-populated with current settings, allowing modifications to the title, module, fields, notifications, and criteria

2. Entry Criteria Section

This section summarises the conditions configured during creation.

If criteria are configured, each condition is listed here, giving approvers and administrators a clear understanding of which records will be routed through this workflow.

3. Review Rules Section

This section lists all rules associated with the process. Each rule defines who is responsible for reviewing matching records.

When no rules have been added yet, the page displays:

No review rules added. Add a rule to assign an approver. Criteria is optional — if left empty, the rule applies to all records.

As rules are added, they appear here with their assigned approver details.

Adding a Review Rule

From the detail view, click Add Rule to open the Create Review Rule form.

A review rule defines who reviews records that match the process criteria. The form contains:

Approver Type

Determines how the approver is identified. Two options are available:

• User — Assigns one or more specific users as approvers
• Role — Assigns all users holding a particular role as approvers

Approver Users / Approver Roles

Depending on the Approver Type selected:

• When a user is chosen, a searchable Approver Users field appears to select individual users
• When a role is chosen, an Approver Roles field appears to select one or more roles

Condition

An optional rule-level condition that further narrows which records this specific rule applies to. This works the same way as the process-level criteria:

• Select Field
• Select Operator
• Enter Value
• Logical operator for multiple conditions

If no condition is set on the rule, the rule applies to all records that pass the process-level criteria.

Click Save to add the rule to the process.

Multiple rules can be added to a single review process, allowing different approvers to be assigned based on different record conditions.

How the Review Process Works

Once a review process is active and rules are configured, the system begins evaluating records automatically.

Enrollment

When a record in the specified module is created or updated, the system checks it against the process criteria. If the record matches, it is enrolled in the review process.

Field Surfacing

The fields specified in the review process are surfaced to the assigned approvers for inspection. Approvers can see exactly which values need to be validated.

Approver Notification

When a record is enrolled and pending review, the assigned approvers receive a notification informing them that a record is waiting for their attention. This ensures reviews are handled promptly without requiring manual follow-up.

My Jobs Area

Records pending review appear directly in the approver’s My Jobs area within the CRM. This gives each approver a consolidated view of all records assigned to them for review, so nothing is missed across multiple modules or processes.

Outcome Actions

After reviewing the flagged fields, the approver takes one of the following actions:

• Approve — The record is validated. If notification on approval is enabled, the record owner is informed.
• Reject — The record is sent back. If notification on rejection is enabled, the owner is informed and can make corrections before resubmitting.
• Resubmit — After corrections, the record owner can resubmit the record. If notification on resubmission is enabled, approvers are alerted again.

This cycle continues until the record is approved or the review process is deactivated.

Editing and Deleting

1. Editing a Review Process

Click Edit Process from the detail view to modify the title, module, fields to review, notification settings, or entry criteria. Changes take effect immediately for newly enrolled records. Records already in progress continue under the previous configuration.

2. Editing a Review Rule

Individual rules can be edited from the detail view. Updating an approver type, approver assignment, or rule-level condition adjusts who reviews incoming records going forward.

3. Deleting a Review Process

Deleting a review process removes all associated rules and stops enrollment for new records. Records already under review should be resolved before deletion to avoid leaving approvals in an unresolvable state.

Key Benefits of Review Processes

Review Processes deliver measurable value across the data management lifecycle:

• Enforces data accuracy by requiring human validation on business-critical fields before records are considered final
• Reduces errors from unreviewed changes to sensitive data such as deal values, close dates, or account classifications
• Automates assignment by routing records to the correct approvers based on configurable rules and role-based logic
• Keeps approvers informed through real-time notifications for new reviews, resubmissions, and outcomes
• Maintains focus by surfacing pending reviews in the approver’s My Jobs area rather than requiring them to search for outstanding work
• Supports flexible governance through module-level criteria, field selection, and multi-rule configurations that adapt to different team structures and workflows

Review Processes in Horilla CRM give teams a reliable way to govern data quality without introducing friction into day-to-day workflows. By defining which records need oversight, which fields must be validated, and who is responsible for that validation, review processes bring structure and accountability to every stage of the data lifecycle. Whether managing a small team with role-based approval or a larger organisation with user-specific assignments, the system adapts to fit the workflow — ensuring that critical information is always reviewed, approved, and trustworthy.