Approvals: How to Set Up an Approval on a Custom Field

Overview

This article explains how to configure Approval Conditions for custom fields in the Admin Console. Approval Conditions let you require manager approval when salespeople change specific fields on Leads or Purchases. You can apply approvals to both numeric and non-numeric custom fields and choose different comparators (e.g., less than, equal, or on any change to the field's value) to define the exact trigger logic. This guide walks you through step-by-step setup and explains what each comparator does.

Use Approval Conditions to:

• Enforce checks for price or quantity changes.

• Require manager review when a salesperson edits important text or status fields.

• Compare entered values against a fixed number or the minimum price defined in a price sheet.

• Apply rules to custom Lead or Purchase fields.

What are Approval Conditions?

Approval Conditions is an Admin Console feature under Easydocs → Approval Conditions. It allows administrators to define rules that trigger a manager approval workflow before an EasyDoc (or other document) can be generated or finalized. Each condition specifies:

• Type: Lead or Purchase (which object the rule applies to)

• Field: The specific field to monitor

• Comparator: The comparison operation used to evaluate the field (e.g., less than, equal, or change)

• Value: A comparison value when required (Optionally: Compare to the minimum price from a price sheet instead of a literal value)

• Enabled state: Toggle each condition on/off

Admins can add multiple conditions and delete or edit them at any time.

How to Set Up an Approval on a custom field?

Step 1: Open the Approval Conditions

1. Go to Admin Console → EasyDocs → Approval Conditions.

2. You will see a list of existing approval rules, if any.

Step 2: Add a new condition

1. Click Add Condition +.

2. A new row appears for configuration.

Step 3: Select the Field Type and Custom Field

1. In the new row, choose Type:

   • Select Lead to apply to Lead fields.

2. From the Field dropdown, select the custom field you want to protect.

Step 4: Choose a comparator based on the selected Field type

1. Comparator Options is displayed automatically based on the field type selected:

   • If the selected field is numeric, the available comparators are:

     • Less than

     • Less than or equal to

     • Equal

     • Greater than

     • Greater than or equal to

     • Change

       

       

   • If the selected field is non-numeric (Examples: Text, Select, Multi-Select, Date, Date Time), the available comparators are:

     • Equal

     • Change

       

       

2. From the Comparator dropdown, select the comparator to set up approvals:

   • Less than: Approval is required when the entered value in the Lead is < the configured Value.

   • Less than or equal to: Approval required when the entered value is ≤ the Value.

   • Equal: Approval required when the entered value = the Value.

   • Greater than: Approval required when the entered value > the Value.

   • Greater than or equal to: Approval required when the entered value ≥ the Value.

   • Change: Approval required whenever the salesperson changes the field, regardless of the new number.

Step 5: Enable or disable the Approval Condition

1. After configuring the Approval Condition, toggle Enabled ON to activate it.

2. Toggle OFF if you want the rule stored but not enforced.

Tips & Best Practices

• If the campaign’s approvals_enabled = false, the entire Approval Conditions page will be disabled, and you cannot create or edit conditions.

• Numeric fields cannot accept string comparison values: If a numeric comparator is selected, the system will require a numeric Value; entering text should trigger validation and block input.

• Multiple approval conditions can be active simultaneously.