Approval Settings
Approval Settings is a single DocType that provides global configuration for the approval system. It controls system-wide enablement and defines which DocTypes are subject to approval workflows.
Overview
The Approval Settings DocType serves as the master switch for the entire approval system. When disabled, no approval policies will be evaluated regardless of their individual configurations. This provides a system-wide kill switch for approval functionality.
The settings also maintain a whitelist of DocTypes that are eligible for approval workflows. This prevents infinite recursion and performance issues by limiting approval processing to only the DocTypes you explicitly specify.
Field Reference
Basic Configuration
| Field | Type | Required | Description |
|---|---|---|---|
| Enable | Check | No | Master switch to enable/disable the entire approval system (default: unchecked) |
| Whitelisted DocTypes | Table MultiSelect | No | List of DocTypes that can have approval policies applied |
Whitelisted DocTypes Table
Each row in the Whitelisted DocTypes table contains:
| Field | Type | Required | Description |
|---|---|---|---|
| Whitelist DocType | Link → DocType | Yes | DocType name to include in approval processing |
Configuration Impact
System Performance
The whitelist serves a critical performance function. Without it, the approval system would evaluate every document event across all DocTypes in the system, including system-generated documents and internal/system data operations. This could significantly impact system performance.
Approval Policy Execution
Only DocTypes included in the whitelist will trigger approval policy evaluation. If a DocType is not whitelisted:
- Document events will be ignored by the approval system
- Existing policies targeting that DocType will not execute
- No new System Approvals will be created for documents of that type
Cache Management
The approval system caches whitelist information for optimal performance. When settings are updated, the cache is automatically cleared.
ℹ️ ️If you feel your browser window is not showing the approval banner, reload the browser page.
Procedure
Initial Setup
- Navigate to Settings: Go to Approval Settings from the Develop workspace
- Enable System: Check the Enable checkbox to activate approval processing
- Configure Whitelist: Click Add Row in the Whitelisted DocTypes table
- Select DocTypes: Choose the DocTypes that should be subject to approval workflows
- Save Configuration: Click Save to activate the settings
Managing Existing Approvals
When modifying settings that affect existing pending approvals, the system provides safety mechanisms:
Disabling the System
If you uncheck Enable while pending approvals exist, a confirmation dialog will appear showing: - Number of pending System Approvals that will be cancelled - Number of pending Approval Requests that will be expired
Removing DocTypes from Whitelist
If you remove DocTypes from the whitelist while they have pending approvals, a confirmation dialog will show: - Specific DocTypes being removed - Number of affected pending approvals - Impact on existing approval workflows
Confirmation Process
- Save Attempt: Click Save after making changes
- Impact Assessment: System calculates affected approvals
- Confirmation Dialog: If impacts exist, a dialog displays the consequences
- User Decision: Choose to proceed or cancel the changes
- Bulk Updates: If confirmed, affected approvals are updated to cancelled/expired status
Best Practices
Whitelist Management
- Start Small: Begin with a few critical DocTypes and expand gradually
- Monitor Performance: Watch system performance when adding high-volume DocTypes
- Regular Review: Periodically review the whitelist to remove unused DocTypes
Change Management
- Planned Maintenance: Schedule whitelist changes during low-activity periods
- User Communication: Notify affected users before removing DocTypes from the whitelist
- Backup Consideration: Consider the impact on pending approvals before making changes
Security Considerations
- Limited Access: Restrict Approval Settings access to System/Approval Managers only
- Test Environment: Test whitelist changes in a development environment first
Integration with Other Components
Approval Policies
Policies will only execute for DocTypes included in the whitelist. If a policy targets a non-whitelisted DocType, it will be effectively disabled.
Performance Optimization
The approval system uses cached whitelist data to provide microsecond-level checks during document events, ensuring minimal impact on system performance.