> ## Documentation Index
> Fetch the complete documentation index at: https://docs.qwoty.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Create an approval workflow

> Set up an approval rule with conditions and approval stages, then attach it to a template.

An approval rule defines when a quote needs managerial validation before it can be shared, and who must approve it. You set the triggering conditions (margin, total, discount) and one or more approval stages with named approvers.

## Prerequisites

* Your role needs write access to **Workflow**
* The approvers must be users of your workspace

## Open the approval list

In the left side menu, click **Workflow** › **Approval**.

## Create the approval rule

**1. Start a new rule**

Click **New approval**.

**2. Fill in general information**

In **General Information**:

* **Name** (required): for example `Margin below 20%` or `Total above 50k`
* **Reference** (optional): an internal reference
* **Internal description** (optional): context for your team

**3. Set the status**

In the right panel, set the **Status** to **Active**. Inactive rules are never triggered.

![New approval form with conditions and approval stages](https://mintcdn.com/qwoty-45352a33/eWpiS0eDlFAhkSLr/images/app/approval-new.jpg?fit=max\&auto=format\&n=eWpiS0eDlFAhkSLr\&q=85\&s=03bac35e8000cebca1b98f026f9e3c94)

## Define the conditions

In the **Conditions** block, each condition has an **Attribute**, an **Operator**, and **Values**. Click **Add condition** to add more. All conditions are combined with **AND**: the rule applies only when every condition is met. At least one condition is required.

| Attribute | Operators | Value |
| - | - | - |
| **Margin** | **Equal**, **Higher**, **Higher or equal**, **Lower**, **Lower or equal** | The quote margin, in percent |
| **Total** | **Equal**, **Higher**, **Higher or equal**, **Lower**, **Lower or equal** | The quote total excluding tax |
| **Discount** | **Equal** | One or more discounts from your catalog; the rule applies when the quote uses one of them |

> [!TIP]
>
> **Example**: **Margin** **Lower** `20` AND **Total** **Higher** `10000` triggers approval only for large, low-margin quotes. To cover "either/or" cases, create two separate rules.

## Configure the approval stages

In **Approval stages**, configure **Stage 1**:

**1. Name the stage**

Enter a **Stage name**, for example `Manager validation`.

**2. Select the approvers**

In **Approvers**, click **Add approver** and select one or more users. At least one approver is required.

**3. Choose the approval type**

In **Approval type**, select:

* **All approvers must approve**: every approver of the stage must approve
* **First responder can approve or reject**: the first decision applies to the whole stage

**4. Add more stages (optional)**

Click **Add stage** to add another level. Stages run in order: stage 2 starts only after stage 1 is approved. Use **Remove stage** to delete one.

> [!TIP]
>
> **Example**: Stage 1 = Sales manager (**First responder can approve or reject**), Stage 2 = Finance (**All approvers must approve**).

## Add external identifiers (optional)

If you integrate with other systems, fill in **CRM ID**, **ERP ID**, or **Accounting ID**.

## Save the rule

Click **Save** at the top right.

## Attach the rule to a template

A rule applies only to quotes created from a template that lists it.

**1. Open the template**

In the left side menu, click **Template** and open the template.

**2. Add the approval workflow**

In the **Governance** section, under **Approval workflow**, click **Add**, select the rule in **Select approval workflows**, and save the template.

> [!NOTE]
>
> When a template lists several rules, they are checked in table order and the first one whose conditions are met is triggered. Put the most specific rules first.

The **Used in** block of the approval rule shows the **Templates** that use it.

## What happens next

On a quote created from that template, the **Alerts** section of the quote sidebar shows whether approval is required. The sales rep clicks **Request approval**, the quote moves to **Pending approval**, and the approvers of the first stage receive an email.

## Related resources

> **[How approvals work](https://docs.qwoty.io/user-guide/workflows/reference/how-approvals-work.md)**
>
> Statuses, stages, and notifications

> **[Submit a quote for approval](https://docs.qwoty.io/user-guide/quotes/how-tos/submit-for-approval.md)**
>
> How sales reps request approval

> **[Approve or reject a quote](https://docs.qwoty.io/user-guide/workflows/how-tos/approve-or-reject-quote.md)**
>
> Review a pending quote

> **[Template settings](https://docs.qwoty.io/user-guide/templates/reference/template-settings.md)**
>
> All template sections, including Governance


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