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Custom Approval

Custom Approval allows organizations to create approval flows tailored to their unique business needs, especially when the default approval flow isn’t suitable.

Scenario: Brandon is a Sales Manager at Zylker. Usually, he approves invoices for Zylker’s customers. However, if an invoice total is more than $10,000, Patricia, the Head of Sales, must approve it. Brandon sets up a custom approval in the Invoices module of Zoho Books by adding a criteria that invoices of $10,000 or more should be sent to Patricia for approval.

Create a Custom Approval

To create a custom approval flow for a module:

  • Go to Settings in the top right corner of the page.
  • Navigate to the module for which you want to add a custom approval.
  • Click the Approvals tab.
  • Click Custom Approval under Approval Type.
  • Click New Custom Approval. You’ll be redirected to the New Custom Approval page.
  • Enter the Approval Name and provide a Description if required.
  • Add the criteria based on which the custom approval should be triggered. Click + Add Criterion to add more criteria.
  • Select the approval flow. You can configure an approval flow, or choose to auto accept or auto reject records.
  • Click Save.
Fill in details in the New Custom Approval page

Prioritize Approvals

If you’ve created multiple custom approvals for a module, in some cases, transactions can fulfill the criteria of more than one custom approval. In such cases, you can prioritize which custom approval should be triggered first. Here’s how:

  • Go to Settings in the top right corner of the page.
  • Navigate to the module for which you want to prioritize custom approvals.
  • Click the Approvals tab.
  • Click Custom Approval under Approval Type.
  • Click the Edit icon next to PRIORITY.
  • Drag and drop to reorder the custom approvals as per priority. The approval with priority 01 will be prioritized over the other approvals.
  • Click Save Priority Changes.
Drag and reorder the custom approvals as per priority

Edit or Delete a Custom Approval

You can edit and delete the custom approvals created. Here’s how:

  • Go to Settings in the top right corner of the page.
  • Navigate to the module for which you created the custom approval.
  • Click the Approvals tab.
  • Click Custom Approval under Approval Type.
  • Hover over the custom approval you want to edit or delete.
  • Click the dropdown and select Edit or Delete.
  • If you want to edit a custom approval, click Edit. Make the necessary changes and click Save.
  • If you want to delete a custom approval, click Delete.
Click Edit or Delete from the dropdown

Approval and Notification Preferences

The approval and notification preferences for Custom Approval apply to all the custom approvals you create for the module. To configure them:

  • Go to Settings in the top right corner of the page.
  • Navigate to the module for which you created the custom approval.
  • Click the Approvals tab.
  • Click Custom Approval under Approval Type.
  • Click Configure Approval Preferences at the top right of the custom approvals list.

Approval Preferences

  • Check Allow approvers to approve the transactions they create if you want approvers to be able to approve transactions they have submitted themselves.

Notification Preferences

  • Check Send email and in-app notifications when transactions are submitted for approval to notify approvers.
  • Check Notify the submitter when a transaction is approved or rejected to notify the submitter of the approval outcome.

Click Save to apply the changes.

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