Approval policies
Goal
Define who must approve which document or custom entity before workflow can continue — by entity type, amount threshold, dimension, and required roles.
Who it is for
Tenant admin with extensibility.view (read) and extensibility.manage (create/edit). Module extensibility must be enabled.
Preconditions
- Extensibility module on.
- Role keys you will list already exist on the tenant (comma-separated in the form).
- Approvers use My Work / Approvals at runtime; this screen only configures the matrix.
Steps
- Open Administration → Extensibility → Approval policies.
- Choose New policy (
extensibility.manage). - Enter Name, Entity type (document or custom entity key the runtime resolves), optional Threshold (
min_amount), Required approvals count, optional Dimension type/value, Roles (comma-separated →required_roles), Sort order, and Active. - Save. Edit an existing row to change the matrix; there is no delete — deactivate with Active off.
- Exercise a matching document; pending work appears in Approvals when the policy applies.
Result
Active policies drive approval gates. Documents can hard-stop with approval_pending until the required roles approve.
Hard stops
| Symptom | Cause | What to do |
|---|---|---|
| 422 on save | Validation on name/entity/roles/amounts | Fix required fields; use valid role keys |
Runtime approval_pending | Policy matched; approvals incomplete | Finish Approvals inbox |
role_not_permitted | Approver lacks a required role | Assign role or adjust policy roles |
approval_not_pending | Action on a non-pending item | Refresh Approvals list |