Every sales team reaches a point where not every action should happen without oversight. Whether it’s closing a high-value deal, updating a sensitive lead, or modifying critical opportunity data, some actions require review before they move forward. Horilla CRM’s Approval Process, available under Process Builder in Settings, provides a configurable, rule-driven workflow that helps organizations maintain control and accountability.

This guide explains how to create and configure an Approval Process in Horilla CRM using the actual interface.

Accessing Approval Processes

Navigate to:

Settings → Process Builder → Approval Processes

From here, you can view all existing approval workflows and create new ones.

Click New to create a new approval process.

Create an Approval Process

When creating a new approval process, you’ll need to configure the basic information:

  • Name
  • Module
  • When Record Is Created
  • When Record Is Edited
  • Active Status
  • Description

These settings determine where and when the approval workflow will be triggered.

After completing the form, click Save.

Add Approval Rules

Once the process is created, open it and click Add Rule.

Approval Rules define:

  • When approval should be triggered
  • Who should approve the record
  • How approvers are notified
  • What users can edit during approval
  • Actions to perform after approval or rejection

Configure Rule Conditions

Conditions allow you to control exactly when a record enters the approval process.

For example:

  • Opportunity Amount greater than a specific value
  • Lead Source equals Website
  • Status equals Negotiation

Multiple conditions can be combined using AND or OR operators.

If no conditions are configured, the rule will apply to all records in the selected module.

Configure Approvers

Next, define who is responsible for reviewing the record.

Approvers can be assigned using:

  • Individual Users
  • Roles

Multiple approvers can be added with approval order settings, allowing you to build multi-level approval workflows.

Configure the Approval Method

When multiple approvers are added to a rule, Horilla CRM allows you to control how approvals are collected and processed.

Set Overall Approval Method

Choose how approval decisions should be evaluated:

  • Anyone – The approval process is completed as soon as any one of the configured approvers approves the record.
  • Everyone – All configured approvers must approve the record before the approval process can be completed.

Specify the Order

Choose how approval requests are sent to approvers:

  • Parallel – Approval requests are sent to all approvers simultaneously, allowing them to review and respond at the same time.
  • Sequential – Approval requests are sent according to the configured approver order. The next approver receives the request only after the previous approver has completed their review.

These options provide the flexibility to create approval workflows that match your organization’s review and decision-making process.

Configure Notifications

To ensure approvers are informed immediately, Horilla CRM provides notification options such as:

  • Email Notifications
  • In-App Notifications

You can enable either option or use both together.

Control Record Access During Approval

The Record Modification settings determine what users can edit while a record is waiting for approval or after it has been rejected.

Available options include:

  • No Fields
  • All Fields
  • Specific Fields

This helps organizations protect important records from being modified during the review process.

Configure Actions on Approval and Rejection

Horilla CRM can automatically perform actions when a record is approved or rejected.

Supported actions include:

Update Field

Automatically update field values such as Status or Stage.

Assign Task

Create follow-up tasks for users.

Mail

Send emails using predefined templates.

Notification

Send in-app notifications to selected recipients.

Managing Multiple Rules

A single Approval Process can contain multiple rules with different conditions and approvers.

Rules are evaluated according to their configured order, making it possible to create sophisticated approval workflows for different business scenarios.

Best Practices

  • Use approval workflows for critical sales processes.
  • Lock records while approvals are pending to prevent unwanted changes.
  • Use role-based approvers whenever possible.
  • Automate status updates through approval actions.
  • Configure notifications so users always know the approval status.
  • Keep approval conditions focused and meaningful.

Horilla CRM’s Approval Process provides a powerful way to automate record reviews and enforce business controls across your CRM. With configurable rules, flexible approvers, record access controls, and automated actions, teams can ensure that important changes are properly reviewed before moving forward.

Start by creating an approval process for your most critical module and expand your workflows as your organization grows.

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