Setting up Approval Workflows

Streamline your approval process so your team can focus on reviewing non-standard agreements while auto-approving your standard agreements.

In this guide, we'll show you how to setup approval workflows for your business by walking through the approval process of our fictional business, ResourcefulPanda.

At ResourcefulPanda, any deal that is valued at less than $1,000 may be auto-approved. Deals that are valued at more than $10,000 must be approved by someone on the management team. If these conditions don't meet, the Deal Desk team must review the deal.

Setting up Approvers

Before setting up our workflow, we first need to create our management team and our deal desk team. To do this, we'll go to Settings > Teams and create the teams. Then add our Users as "Decision Makers" to each team and click save.

CleanShot - RevOps Console on Google Chrome - Taken on 10-07-2022 2

Before you start: Users must first be invited to RevOps.io before they can be added to a team. To be a "Decision Maker" of a team, the Users must have a "Paid" license. Users with only the Developer or General User cannot be assigned as "Decision Makers". Read this guide on managing users to start adding users to your organization. 

Setting up the Rules

Now that we've setup our team of approvers, we'll head over to Settings > Workflows  to set up the our approval workflows.

Each organization may have 3 workflows configured,

  • a set of rules when the deal may be auto-approve a deal,
  • a set of rules when the deal must be reviewed by someone in a group of approvers,
  • and a catch-all when neither of the conditions are met and the deal must be reviewed by someone in a separate group of approvers.

To ensure accuracy, RevOps only allows one auto-approval workflow per organization. However, if your company's approval process requires workflows by different stakeholders, please contact us.

Each workflow may have one or more rules. These rules specify the condition which if met, would trigger a resulting action.

Rules may be setup for the following objects and properties:

Deal

  • subtotal (%)
  • subtotal

SKU

  • list price (%)
  • discount type

Agreement Term

  • contract length

The resulting action can either be to auto-approve the deal or to assign a team of Users as the final "Approvers" of the deal.

In our example, we'll set up auto-approval for deals less than $1,000 and a workflow for deals valued more than $10,000.

We'll also update our 'catch-all' workflow so that it only notifies the members of our deal desk team. If our 'catch-all' workflow is left as "assign to admin & deal desk manager", all Users with the Admin or Deal Desk Manager role will be assigned as a final approver.

Term Approvals

Approvals for agreement terms and term language are configured on the individual term.

Terms set to auto-approve will always be approved, regardless of the changes made to the term and term language when used on a deal.

However, when the term is set to "Approval required", an approval is only necessary if:

  • the term value and language differs from what is set on the template,
  • or the term is added to the deal and not on the template.

RevOps treats the template as the "Standard Agreement" and an approval is only required when the term is no longer "standard".

For example, if the term is on the template, when the deal is created and the term is the same as it has been set on the template, the term would be considered "approved".

However, the term will require approval, if, when creating the deal, the User has changed any part of the term (include the value, term language, or any term properties) so that it no longer is the same as the term that was set on the template.

If the term is not on the template, and set as requires approval, then by adding the term to the deal an approval will be necessary.


 

Now that we've learn how Approval Workflows works in RevOps, let's get started setting up your workflow!