> ## 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 Workflows Overview

> Implement approval processes for subscriptions and deals

# Approval Workflows

Approval workflows ensure that subscriptions, quotes, and deals meet your business requirements before activation. Configure rules based on discounts, products, contract values, and more to route deals through the appropriate approval chain.

***

## How It Works

```mermaid theme={null}
graph LR
    A[Subscription Created] --> B[Rules Evaluated]
    B --> C{Approval Required?}
    C -->|No| D[Ready for Activation]
    C -->|Yes| E[Approval Flow Created]
    E --> F[Approvers Notified]
    F --> G{All Approved?}
    G -->|Yes| D
    G -->|Rejected| H[Returned to Sales]
```

***

## Key Concepts

### Approval Rules

Rules define **when** approval is required. Each rule has conditions that, when met, trigger an approval requirement.

**Example:**

* Rule: "High Discount Approval"
* Condition: Discount > 20%
* Action: Require approval from Sales Manager

### Approval Groups

Groups define **who** can approve and **how many** approvals are needed.

| Strategy    | Description                     |
| ----------- | ------------------------------- |
| **All**     | All group members must approve  |
| **Any**     | Any single member can approve   |
| **Minimum** | At least N members must approve |

### Approval Flows

When a subscription triggers rules, an **approval flow** is created containing:

* Required approval requests
* Current status
* Approval history
* Comments and notes

***

## Supported Conditions

### Discount-Based

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

### Value-Based

| Condition                     | Description               |
| ----------------------------- | ------------------------- |
| Total contract value exceeds  | TCV above threshold       |
| Total contract value below    | TCV below minimum         |
| Annual contract value exceeds | ACV above threshold       |
| MRR exceeds                   | Monthly recurring revenue |

### Product-Based

| Condition                | Description                      |
| ------------------------ | -------------------------------- |
| Product present          | Specific product in subscription |
| Product absent           | Product not in subscription      |
| Product quantity exceeds | Quantity above threshold         |

### Term-Based

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

***

## Approval Statuses

### Flow Status

| Status       | Description                                |
| ------------ | ------------------------------------------ |
| **Pending**  | Awaiting approval decisions                |
| **Approved** | All required approvals granted             |
| **Rejected** | At least one rejection                     |
| **Canceled** | Flow canceled (e.g., subscription deleted) |

### Request Status

| Status       | Description               |
| ------------ | ------------------------- |
| **Pending**  | Awaiting approver action  |
| **Approved** | Approver granted approval |
| **Rejected** | Approver rejected         |
| **Skipped**  | Auto-approved or bypassed |

***

## Setting Up Approvals

### Step 1: Create Approval Groups

Define who can approve:

1. Navigate to **Settings → Approvals → Groups**
2. Click **Create Group**
3. Configure:
   * **Name**: e.g., Sales Managers, Deal Desk, Executives
   * **Strategy**: All, Any, or Minimum
   * **Members**: Add users who can approve
4. Click **Save**

### Step 2: Create Approval Rules

Define when approval is required:

1. Navigate to **Settings → Approvals → Rules**
2. Click **Create Rule**
3. Configure:
   * **Name**: Descriptive name (e.g., "High Discount Approval")
   * **Conditions**: When this rule triggers
   * **Approval Group**: Who must approve
4. Click **Save**

**Example Rules:**

| Rule Name       | Condition              | Approval Group |
| --------------- | ---------------------- | -------------- |
| High Discount   | Discount > 20%         | Sales Managers |
| Enterprise Deal | TCV > \$100,000        | Deal Desk      |
| New Product     | Product = "AI Feature" | Product Team   |
| Long Contract   | Term > 24 months       | Executives     |

***

## Dashboard Experience

### For Sales Reps

1. Create subscription/quote
2. System evaluates approval rules
3. If approval needed:
   * Subscription shows "Pending Approval" status
   * Sales rep can track approval progress
   * Receives notification when approved/rejected

### For Approvers

1. Receive notification of pending approval
2. Review subscription details
3. Approve, reject, or request changes
4. Add comments for context

### Approval Center

Access **Approvals** in the main navigation to see:

* Pending approvals assigned to you
* Approvals you've submitted
* Historical approvals
* Bulk approval actions

***

## Managing Pending Approvals

**For Approvers:**

1. Navigate to **Approvals** in the main sidebar
2. View **Pending** approvals assigned to you
3. Click to review subscription/quote details
4. Click **Approve** or **Reject**
5. Add comments (optional but recommended)

**For Sales Reps:**

1. Your subscription shows "Pending Approval" status
2. Track progress in the subscription detail view
3. See which approvers have responded
4. Receive notification when approved/rejected

***

## Best Practices

<CardGroup cols={2}>
  <Card title="Start Simple" icon="seedling">
    Begin with a few key rules and expand based on needs.
  </Card>

  <Card title="Clear Ownership" icon="user-check">
    Ensure approval groups have active members who respond quickly.
  </Card>

  <Card title="Set SLAs" icon="clock">
    Define expected turnaround times for approvals.
  </Card>

  <Card title="Document Reasons" icon="file-lines">
    Require approvers to add comments explaining decisions.
  </Card>
</CardGroup>

***

## Common Use Cases

### Discount Governance

Ensure large discounts are reviewed before approval:

* **Rule**: Discount > 30%
* **Approval Group**: Executives
* **Purpose**: Protect margins on high-discount deals

### New Product Launch

Require approval for new products until fully ramped:

* **Rule**: Product = "New AI Feature"
* **Approval Group**: Product Team
* **Purpose**: Ensure proper positioning and pricing

### Enterprise Deal Review

Large deals require executive approval:

* **Rule**: TCV > \$100,000
* **Approval Group**: Deal Desk
* **Purpose**: Review terms and ensure capacity

***

## Next Steps

<CardGroup cols={2}>
  <Card title="Approval Rules" icon="list-check" href="/approvals/approval-rules">
    Configure approval rules in detail.
  </Card>

  <Card title="Approval Flows" icon="diagram-project" href="/approvals/approval-flows">
    Understand how flows are processed.
  </Card>
</CardGroup>