Creating and Maintaining Approval Policies

Approval policies let you control which actions in the system require review and who must authorize them. By setting up policies, you ensure that sensitive changes (such as product version updates) go through the right checks before being applied.

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Creating a New Approval Policy

Follow these steps to create a new policy:

1. Navigate to Policies

• Go to Admin > Approvals > Policies.

• Click + New Policy.

2. Add Policy Details

• Policy name: Enter a descriptive name (e.g., Product version status change).

• Policy reference: Either use the system reference or create one manually.

3. Configure Triggers

Approval policies are triggered by a service and an event.\

• Service: Select the service where the policy applies (e.g., Product configuration).

• Internal event: Select the event that requires approval (e.g., Version status changed).

• Attributes: Define which specific changes should trigger approval (e.g., DRAFT to ACTIVE, ACTIVE to EXPIRING).

4. Assign Approvers

• Search and add one or more employees who will act as approvers.

• Approvers will receive approval requests when the policy is triggered.

5. Set Minimum Approvals

• Define the minimum number of approvals required (e.g., 1 or 2).

• The system enforces this rule before the change can proceed.

6. Save Policy

Click Save to activate the policy. It will now apply automatically whenever the defined event occurs.

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Editing an Existing Policy

• Go to Approvals > Policies.

• Click the Edit icon next tot the policy you want to update.

• Make changes to triggers, approvers, or approval requirements.

• Save your changes. Note: Editing a policy affects future approval requests but does not retroactively change already-created requests.

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Tips & Best Practices

• Use clear names for policies so approvers can quickly recognize what they cover.

• Keep approver lists up to date to reflect team changes.

• Use multiple approvers for high-risk changes.

• Regularly review and retire unused policies to keep the system clean and compliant.