> For the complete documentation index, see [llms.txt](https://docs.xyb.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xyb.co/xyb-console/approvals-and-policies.md). # Approvals and Policies Approvals and Policies work together to ensure that important changes in the system are controlled, reviewed, and securely authorized before they take effect. This helps your organization maintain compliance, reduce errors, and add accountability to critical workflows. *** ### What are Approval Policies? An **approval policy** defines the rules for when an approval is required and who needs to approve the request. * **Trigger:** The specific service and event that activate the policy (e.g., a product version status change). * **Attributes:** The type of change that requires review (e.g., moving a product version from *Active > Expiring*). * **Approvers:** The employees or roles responsible for reviewing and approving the request. * **Minimum approvals:** The number of approvals needed for the request to proceed. *** ### What are Approval Requests? An **approval request** is automatically generated whenever a change matches the conditions set in a policy. * It contains details of the change (e.g., which product version is being updated, and what status is changing). * It lists the employees who are eligible to approve. * It tracks the status of the request (Pending, Approved, Rejected, Terminated). Approval requests are the *instances* that result from applying a policy to a real change in the system. *** ### How They Work Together 1. **Policy is defined:** An admin sets up an approval policy, specifying the conditions and approvers. 2. **Change is initiated:** A user performs an action (e.g., updates a product version). 3. **Approval request is generated:** The system checks the policies, creates a request, and assigns approvers. 4. **Approvers review:** Designated employees review the request details and either approve or reject. 5. **Outcome is enforced:** If the required approvals are met, the change is applied. Otherwise, it is blocked. *** ### Why They Matter * **Security & Compliance:** Ensure sensitive actions (like publishing, expiring, or modifying product versions) are properly reviewed. * **Accountability:** Create a clear record of who approved what and when. * **Control & Governance:** Prevent unauthorized or risky changes by requiring review from the right people. * **Transparency:** All approval activity is logged and viewable in the Approvals dashboard. *** With Approvals and Policies in place, your organization can confidently manage changes while staying compliant and secure. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://docs.xyb.co/xyb-console/approvals-and-policies.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.