Whilst an Approval request is [In Progress] then there may be a requirement to alter some Approval details such as the Approval Route, Approvers, Groups etc.  The Approval Submitter or an Administrator can make adjustments to the Approval request whilst it is [In Progress] if the Approval Configuration allows.


Once an Approval has been requested then the status of the record is updated to [In Progress], the [Approval Activity] screen will now be active to show the full details of the Approval.


This screen also allows you to Cancel the whole approval, Edit the existing Approvers or Approval steps in the Route or send an Approval reminder notification.


  • Open up the concerned record
  • Click on the [Approval Activity] screen, this will either be on the top right of the screen if you are the submitter 
  • Or in the [...] option if you are an Administrator.


The Approval Activity screen has 3 tabs of information. Details, History and Approval Progress.  For more information about each of these tabs please refer to the 'Approval Activity' article here.


Click on the [...] option to access the ability to either Cancel the Approval, Send an Approval reminder notification about the request or the Edit the existing Approvers or Approval steps.



Cancelling an Approval


There may be a requirement to cancel an Approval request all together, this may be because the Approval is no longer required or it could be that the information within the record requires updating.  


If a records Approval status is [In progress] then the record maybe frozen for update, depending on your Approval configuration.  In this instance, the Approval request will need to first be cancelled and then the record will open for editing.


  • Click on [...] and select the option 'Cancel Approval'



A pop up screen will appear to allow you to process the cancellation and add a note of the cancellation reason.  

Once the Note is added click [Cancel Approval]



  • An Approval transaction record is created for this action 
  • A Cancellation email will be sent to: 
    • The Submitter
    • All Approvers that have already Approved the request 
    • The current assigned Approver
  • Once sent, the Approval Status of the Contract will be 'Pending'



Sending Approval Notification


If an Approval has been requested but not yet processed by an Approver, you are able to send an Approval Notification to that Person / Approval Group to remind them that Approval is still outstanding.  


If the next Approver is an Approval Group then all members of the Group will receive this Notification, if the Approval Rule is parallel, then all Approvers that have not yet processed their approval will receive this Notification.


  • Click on [...] and select the option 'Send Approval Notification'



A pop up screen will appear with the next Approvers details.


  • Add a Note
  • Click [Send]
  • The Notification email will be sent to the the appropriate Approvers
  • An Approval transaction record is created for this action 

TIP:  Once an approval Notification has been, subsequent Notifications may be subject to a delay, the amount of delay is controlled within the Approval Configuration

Editing Approvers 


You may need to edit one or more Approvers or Approval steps whilst the Approval is in progress. 


Editing Approval Steps


Click the [...] option within the Approval Activity screen and choose 'Edit Approvers'



The Edit Approvers flow screen will appear, detailing each Approval step in the Approval route. Here you have the ability to edit one or more of the step details.


The flow screen can be expanded to a full screen and also zoomed in and out to make viewing easier.



If any step is already complete then it will be greyed out and cannot be edited or removed.


If you choose to edit the step then when you click the pencil icon the step detail will display.  Here you have the option to edit various aspects of the step.


  • The Title of the step
  • The Approvers selected 
  • The Flow Step Input (the step prior to this one)
  • The Flow Ste Output (the step after this one)


Note: The system will automatically default the Input and Output (prior and next) step based upon its location in the flow. This location can be updated by changing these 'Flow' values - if you do update then your step may move location within the flow after saving.



Editing Approval steps - as Admin


Click the [...] option on the top right of the record, here you will see an option of [Approval Activity as Administrator], click here and a smaller Approval Activity screen may appear depending on the Approval, here you can directly access the [Edit Approvers] option.



The Edit Approvers flow screen will appear, and you can edit as explained above.


[Save] your edits and a pop up screen will appear asking for a Note



  • Add a Note
  • Click [Send]
  • The Notification email will be sent to the the appropriate Approvers
  • An Approval transaction record is created for this action


Removing a Step


In the edit Approvers screen

  • Identify the step you wish to remove. To remove the step, click the 'x' icon.



[Save] your edits and a pop up screen will appear asking for a Note



  • Add a Note
  • Click [Send]
  • The Notification email will be sent to the the appropriate Approvers
  • An Approval transaction record is created for this action


Adding a Step


In the edit Approvers screen

  • Click the New Approval step option on the top left of the screen
  • Drag the new panel to the flow and position in the correct location in the flow
  • The 'New Approval Step' screen will pop open



Complete the fields in the new Approval Step pop up

  • The Title of the step
  • The Approvers selected 
  • The Flow Step Input (the step prior to this one)
  • The Flow Step output (the step after this one)
  • Press [Save]
  • The new step will now appear in the flow


Note: The system will automatically default the Input and Output (prior and next) step based upon its location but this can be updated by changing these Flow values - if you do update then your new step may move location within the flow after saving.


[Save] your edits and a pop up screen will appear asking for a Note



  • Add a Note
  • Click [Send]
  • The Notification email will be sent to the the appropriate Approvers
  • An Approval transaction record is created for this action