> ## Documentation Index
> Fetch the complete documentation index at: https://alguna.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Approval Rules

> Configure rules that determine when approvals are required

# Approval Rules

Approval rules define the conditions under which a subscription or quote requires approval before activation. This guide covers creating, configuring, and managing approval rules.

***

## Creating Rules

1. Navigate to **Settings → Approvals → Rules**
2. Click **Create Rule**
3. Configure the rule:
   * **Name**: Descriptive name (e.g., "High Discount Approval")
   * **Description**: Explain when and why this rule applies
   * **Conditions**: When to trigger (see below)
   * **Approval Group**: Who must approve
   * **Priority**: Evaluation order (lower = higher priority)
4. Click **Save**

***

## Condition Types

### Discount Conditions

| Condition                       | Description                                   |
| ------------------------------- | --------------------------------------------- |
| **Discount percentage exceeds** | Total subscription discount % above threshold |
| **Discount amount exceeds**     | Total discount amount above threshold         |
| **Line item discount exceeds**  | Any single line item discount above threshold |

**Example:** Require approval when discount exceeds 25%

### Value Conditions

| Condition                         | Description                               |
| --------------------------------- | ----------------------------------------- |
| **Total contract value exceeds**  | TCV above threshold                       |
| **Total contract value below**    | TCV below minimum (for deal desk review)  |
| **Annual contract value exceeds** | ACV above threshold                       |
| **MRR exceeds**                   | Monthly recurring revenue above threshold |

**Example:** Require executive approval for deals over \$100,000 TCV

### Product Conditions

| Condition                    | Description                               |
| ---------------------------- | ----------------------------------------- |
| **Product present**          | Specific product included in subscription |
| **Product absent**           | Required product is missing               |
| **Product quantity exceeds** | Product quantity above threshold          |
| **Bundle present**           | Specific bundle included                  |

**Example:** Require product team approval when "Enterprise Support" is added

### Term Conditions

| Condition                   | Description                    |
| --------------------------- | ------------------------------ |
| **Contract length exceeds** | Contract term above N months   |
| **Contract length below**   | Contract term below N months   |
| **Payment terms exceed**    | Net payment terms above N days |

**Example:** Require approval for contracts longer than 36 months

### Customer Conditions

| Condition                   | Description               |
| --------------------------- | ------------------------- |
| **Customer segment equals** | Specific customer segment |
| **Customer is new**         | No previous subscriptions |

***

## Combining Conditions

### AND Logic

All conditions must be true to trigger the rule:

* Discount > 15% **AND** TCV > \$50,000

Configure by adding multiple conditions to the same rule.

### OR Logic

Any condition triggers the rule:

* Discount > 30% **OR** Payment terms > 60 days

Configure by creating separate rules with the same approval group.

***

## Rule Priority

When multiple rules apply, priority determines evaluation order:

* **Lower numbers = higher priority**
* All matching rules create approval requirements
* Rules with same priority evaluate in creation order

**Example:**

* Priority 1: "Executive Discount Approval" (discount > 40%)
* Priority 10: "Manager Discount Approval" (discount > 20%)

A 45% discount triggers **both** rules, requiring approval from both groups.

***

## Rule Scope

### Organization-Wide

Rules apply to all subscriptions (default).

### Plan-Specific

Rules apply only to specific plans:

1. In the rule configuration, select **Plan-specific**
2. Choose which plans this rule applies to

### Product-Specific

Rules apply when specific products are involved:

1. In the rule configuration, select **Product-specific**
2. Choose which products trigger this rule

***

## Managing Rules

### View All Rules

1. Navigate to **Settings → Approvals → Rules**
2. See all rules with their status, conditions, and approval groups
3. Sort by priority to understand evaluation order

### Edit a Rule

1. Click on the rule name
2. Make changes
3. Click **Save**

### Disable a Rule

1. Click on the rule name
2. Toggle **Enabled** off
3. Click **Save**

<Tip>
  Disable rules temporarily instead of deleting them if you may need them again.
</Tip>

### Delete a Rule

1. Click the three-dot menu on the rule
2. Select **Delete**
3. Confirm deletion

<Warning>
  Deleting a rule does not affect existing approval flows. Active flows will continue with their current requirements.
</Warning>

***

## Rule Evaluation

### When Rules Are Evaluated

* Subscription creation
* Subscription update (if pricing/terms change)
* Quote creation
* Quote update

### Evaluation Results

| Result                 | Description               |
| ---------------------- | ------------------------- |
| **No approval needed** | No rules matched          |
| **Approval required**  | One or more rules matched |

### Viewing Why Approval Was Required

1. Navigate to the subscription or quote
2. View the **Approval** section
3. See which rules triggered and why

***

## Common Rule Examples

### Discount Governance

| Rule Name          | Condition      | Approval Group  |
| ------------------ | -------------- | --------------- |
| Manager Discount   | Discount > 20% | Sales Managers  |
| Director Discount  | Discount > 35% | Sales Directors |
| Executive Discount | Discount > 50% | Executives      |

### Deal Size Review

| Rule Name       | Condition         | Approval Group |
| --------------- | ----------------- | -------------- |
| Enterprise Deal | TCV > \$100,000   | Deal Desk      |
| Strategic Deal  | TCV > \$500,000   | Executive Team |
| Mega Deal       | TCV > \$1,000,000 | CEO            |

### Term Review

| Rule Name      | Condition            | Approval Group |
| -------------- | -------------------- | -------------- |
| Extended Terms | Net terms > 45 days  | Finance        |
| Long Contract  | Contract > 36 months | Legal          |

### Product Review

| Rule Name       | Condition                    | Approval Group |
| --------------- | ---------------------------- | -------------- |
| New Product     | "AI Feature" present         | Product Team   |
| Premium Support | "Enterprise Support" present | Support Lead   |

***

## Best Practices

<CardGroup cols={2}>
  <Card title="Start Conservative" icon="shield">
    Begin with stricter rules, then relax as you build confidence.
  </Card>

  <Card title="Use Descriptive Names" icon="tag">
    Rule names should clearly indicate what they check.
  </Card>

  <Card title="Document Thresholds" icon="book">
    Keep a policy document explaining why thresholds are set.
  </Card>

  <Card title="Regular Review" icon="calendar-check">
    Review and adjust rules quarterly based on business changes.
  </Card>
</CardGroup>

***

## Troubleshooting

### Rule Not Triggering

1. Verify the rule is enabled
2. Check that conditions match the subscription values
3. Confirm rule scope includes the relevant plan/product
4. Review rule priority (higher priority rules may be taking precedence)

### Too Many Approvals Required

1. Review overlapping rules
2. Consider consolidating similar rules
3. Adjust thresholds if they're too low
4. Use rule scope to limit applicability

***

## Next Steps

<CardGroup cols={2}>
  <Card title="Approval Flows" icon="diagram-project" href="/approvals/approval-flows">
    Learn how approval flows work.
  </Card>

  <Card title="Overview" icon="clipboard-check" href="/approvals/overview">
    Return to approvals overview.
  </Card>
</CardGroup>