Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise | One AI

Introduction

Approvals for CRM Users in Vtiger help your company manage employee-related requests and internal activities in a structured and controlled manner. These approvals ensure that requests such as leave, expenses, access changes, and work arrangements are reviewed and authorized before being finalized.

Key Features

The key features of Approvals for CRM Users are:

• Condition-based approval triggers.
• Role-based or user-based approver assignment.
• Records restricted once they are submitted for approval.
• Mobile app support for submitting approval requests.
• Multi-level approval configuration.
• Email and in-app notifications.
• Complete approval history and audit trail.

Benefits

The key benefits of Approvals for CRM Users are:

• Enforcing HR and organizational policies.
• Maintaining transparency in employee requests.
• Preventing unauthorized changes or access.
• Improving accountability across teams.
• Maintaining an audit trail for all approvals.

In this article, you will learn about:

• Approvals for CRM Users
• Different scenarios of the approval process

Key Terminology

Approval Process for CRM Users

The following steps show how Approvals work for the CRM Users:

1. The CRM Admin
   1.  Configures an approval rule for a CRM-related module (For example, Events, Expenses, Users, Internal Tickers).
   2. Defines the conditions (For example, Leaves, Expenses > ₹5,000).
   3. Assigns an approver (Reporting Manager, HR Manager, or Admin).
2. A user creates a request and submits it for approval.
3. The system sends the approval request when the conditions are met.
4. The record remains locked until the approver takes action.
5. The approver reviews and approves or rejects the request.
6. Once approved, the request is processed and updated in the system.

Approval Scenarios

Leave Event Approval

Example Scenario:
As an employee, you create a 7-day Leave Event in the Events module.

Approval Flow:

• Condition: Event record with Activity Type = Leave.
• Approver: Reporting Manager.
• Action: Leave request remains in Waiting for Approval status.
• Outcome:
  • If approved, the leave is confirmed and reflected in the calendar.
  • If rejected, the employee can modify and resubmit.

This ensures proper planning and avoids disruption in team availability.

Visit Expense Approval

Example Scenario:
As an employee, you submit a reimbursement request for ₹6,000 for travel expenses.

Approval Flow:

• Condition: Expense Amount > ₹5,000.
• Approver: Manager / HR Finance (multi-level).
• Action: Expense record is locked with a Waiting for Approval status.
• Outcome: Approved request proceeds to reimbursement processing.

This prevents unauthorized or excessive expense claims.

Work-from-Home (WFH) Approval

Example Scenario:
As an employee, you request to work remotely for 5 days.

Approval Flow:

• Condition: Event record for WFH duration > 3 days.
• Approver: Reporting Manager.
• Action: Request is marked as Waiting for Approval.
• Outcome: Approved request updates attendance and work status.

This ensures visibility into employee availability and work arrangements.

References

• Approvals in Vtiger CRM
• Approval Process for Quote Discounts