Approval Workflows

Approval workflows let you require sign-off on contracts that match certain criteria. Define rules at the organisation level and approvals are automatically requested when a contract matches.

How It Works

1. An admin creates approval rules in Settings > Approvals.
2. When a contract is analysed, Renewly checks it against all active rules.
3. If any rules match, approval requests are created automatically.
4. Team members with the required role can approve or reject each request.
5. The contract detail page shows the approval status prominently.

Rule Types

• Value exceeds threshold - Triggers when the extracted contract value is above a set amount. Useful for requiring sign-off on high-value agreements.
• Auto-renewal detected - Triggers when the contract has an auto-renewal clause. Helps ensure someone reviews contracts that will renew automatically.
• All contracts - Triggers for every contract. Use this when all contracts need approval regardless of their terms.

Creating Rules

1. Go to Settings > Approvals.
2. Click Add Rule.
3. Enter a name and optional description.
4. Choose the trigger type.
5. Set the required approver role (Admin or Any member).
6. If using a value threshold, enter the amount and currency.
7. Click Create Rule.

You can create up to 10 rules per organisation. Each rule can be toggled on or off without deleting it.

Approving or Rejecting

When a contract has pending approvals, the contract detail page shows a yellow banner with the list of pending requests. Users with the required role see Approve and Reject buttons.

• Approve - Marks the request as approved. Optionally add a note.
• Reject - Marks the request as rejected. The note field is useful for explaining why.

Once all approval requests for a contract are approved, the banner turns green. If any request is rejected, the banner turns red.

Permissions

• Creating and managing rules - Organisation admins only.
• Viewing approval status - All organisation members.
• Approving or rejecting - Members with the role specified in the rule (Admin or Any member).

FAQ

Can I request approvals manually?

Yes. On the contract detail page, click "Request Approvals" to check the contract against all active rules and create any missing approval requests.

What happens if I change a rule after approvals are created?

Existing approval requests are not affected. Changes only apply to future contracts.

Can I require multiple approvals for the same contract?

Yes. If a contract matches multiple rules, it will have one approval request per rule. All must be approved for the contract to show as fully approved.