Once an Approval Process is configured in Horilla CRM, records that meet the approval criteria automatically generate Approval Jobs. These jobs allow designated approvers to review records, approve or reject requests, leave comments, and track the progress of approvals from a centralized workspace.
This guide explains how to access, review, and manage Approval Jobs in Horilla CRM.
Accessing Approval Jobs
Navigate to:
My Jobs → Approval Jobs
Approval Jobs serve as your personal workspace for managing pending approval requests and reviewing past decisions.
After opening the Approval Jobs section, you will see two tabs that help separate active approvals from completed ones.
The available tabs are:
- Approval Jobs – Displays approvals currently waiting for your action.
- Approval History – Displays approvals that have already been processed.
Understanding Approval Jobs
Approval Jobs are created automatically whenever a record matches an active Approval Process. Users do not create approval jobs manually; the system generates them based on approval rules.
Each approval entry displays important information such as the approval rule, related record, current status, and the date the approval was created.
Only approvals that currently require your decision appear in your queue. For sequential approval processes, jobs become visible only when previous approvers complete their assigned steps.
Reviewing an Approval
To review a request, click the Rule Name from the Approval Jobs list.
The approval detail page provides complete visibility into the record being reviewed. At the top of the page, you can see the approval progress tracker, while the rest of the page displays record details, approval history, and related tasks.
Record Edit Permissions During Approval
Whether a record can be modified during approval depends on the Record Modification setting configured in the Approval Process.
- No Fields – The record remains read-only while approval is pending.
- All Fields – All fields can be edited before submitting a decision.
- Specific Fields – Only selected fields remain editable.
These settings help organizations control what information can be changed during the review process.
Responding to an Approval
Approvers can submit their decision directly from the approval list or the approval detail page by clicking the Respond button.
Clicking Respond opens the approval response window, where the approver can choose how to proceed with the request.
The available decisions include:
Approve
Selecting Approve confirms the current approval step.
For sequential approvals, the request moves to the next approver automatically. For parallel approvals, the system waits for any remaining required approvals based on the overall approval method configured in the rule.
Once all approval conditions are satisfied, the configured approval actions are executed automatically.
Reject
Selecting Reject immediately ends the approval process.
The record status changes to Rejected, and any configured rejection actions are executed. Comments added during rejection are stored in the approval timeline for future reference.
Delegate
If another user is better suited to review the record, the approval can be delegated.
After choosing Delegate, select the user who should take over the approval responsibility. The delegated user receives the approval request and associated notifications immediately.
Response Note
Regardless of the decision selected, approvers can add a response note. These notes are stored in the approval timeline and become part of the approval audit history.
Approval History
The Approval History tab provides access to approvals that have already been processed.
This section allows users to review previous approvals, understand decision outcomes, and access historical approval data whenever needed.
The list typically includes the approval rule, associated record, status, requester, and the most recent update date.
Viewing Approval History Details
Clicking a rule name from the Approval History list opens the complete approval record.
The history detail page is organized into three sections: Details, Decision Timeline, and Tasks.
Details
The Details tab displays all information associated with the approved or rejected record.
Depending on the approval outcome and configuration, users may be allowed to modify record information from this page.
Decision Timeline
The Decision Timeline provides a complete audit trail of approval activities.
Each entry records:
- Approval Step
- Decision
- User
- Comment
- Timestamp
If a rejected record is later resubmitted, the timeline clearly separates previous approval cycles from the current one, making the approval history easy to understand.
Tasks
Approval Processes can automatically generate tasks using configured approval actions.
The Tasks tab allows users to review and update task statuses without leaving the approval history page.
Resubmitting a Rejected Record
When an approval request is rejected, the record owner or a superuser can make corrections and submit it again for review.
After updating the necessary information, click Resubmit to restart the approval process. The approval begins again from the first configured step while preserving all previous approval history for auditing purposes.
Notifications
Horilla CRM automatically notifies approvers when action is required.
Notifications help ensure that approval requests are reviewed promptly and do not remain unattended.
Depending on the approval rule configuration, notifications may be delivered through:
In-App Notifications
Approvers receive real-time alerts through the Horilla CRM notification center whenever a request reaches their queue.
Email Notifications
Approval requests can also be sent directly to the approver’s registered email address, providing quick access to the record that requires review.
Notifications are also triggered when:
- A sequential approval advances to the next approver.
- An approval is delegated to another user.
- A new approval request is assigned.
Best Practices
To ensure approval workflows remain efficient:
- Review approval requests promptly.
- Add meaningful comments when approving or rejecting records.
- Use delegation when you are unavailable.
- Monitor Approval History regularly.
- Coordinate with administrators if approval assignments need adjustment.
Approval Jobs provide a dedicated workspace for managing record approvals in Horilla CRM. With features such as approval tracking, delegation, decision timelines, task management, resubmission support, and automated notifications, teams can maintain complete visibility into every approval cycle while ensuring that business processes remain structured and accountable.
