Approval Node

Overview

The Approval node pauses workflow execution and waits for human approval before continuing. It sends a notification (email or SMS) to an approver and resumes only when they approve or reject the request.

When to Use

Use an Approval node when you need to:

• Require human oversight before proceeding
• Get manager approval for high-value transactions
• Confirm sensitive operations before execution
• Collect additional information from a person
• Implement approval workflows
• Ensure compliance with review requirements

Configuration

Notification Type

Choose how to notify the approver:

• Email: Sends approval request via email
• SMS: Sends approval request via text message

Contact Information

For Email:

• Email Address: The approver’s email address (can be literal or JSONPath)
• Additional Recipients (CC): Optional CC recipients

For SMS:

• Phone Number: The approver’s phone number in E.164 format (e.g., +1234567890)

Additional Recipients (Email Only)

Two modes for adding CC recipients:

Manual Mode:

• Add individual email addresses
• Each email can be a literal address or a JSONPath expression
• Click “Add another email” to add more recipients

Template Mode:

• Provide a single JSONPath expression pointing to an array of email addresses
• Use when the recipient list is dynamic (e.g., from a previous node)

Message

The message sent to the approver explaining what needs approval. Supports:

• Plain text
• Dynamic data using {{results.nodeId.field}} syntax
• Multi-line text

Data Required from Approver

Define a schema for data the approver must provide:

• Add fields the approver needs to fill out
• Supports text, number, boolean, and other field types
• This data becomes available in the node’s output

Callback URL

Optional URL to call when the approval is granted or denied. Useful for:

• Notifying external systems
• Triggering additional workflows
• Logging approval decisions

Examples

Example: Manager Approval for Purchase

Node ID: managerApproval Notification Type: Email Email Address: manager@company.com Message:

Please review and approve the following purchase request:

Item: {{results.trigger.itemName}}
Amount: ${{results.trigger.amount}}
Department: {{results.trigger.department}}

This request requires your approval to proceed.

Data Required:

• approved (Boolean) - Whether the request is approved
• comments (String) - Manager’s comments

Output:

$.results.managerApproval.approved
$.results.managerApproval.comments

Example: Dynamic Approver from Previous Node

Node ID: requestApproval Notification Type: Email Email Address: $.results.getDepartmentManager.email Message:

A new {{results.trigger.requestType}} request requires your review.

Submitted by: {{results.trigger.submitterName}}
Date: {{results.trigger.submittedDate}}

This uses the department manager’s email from a previous node.

Example: Multiple CC Recipients (Manual)

Node ID: budgetApproval Email Address: cfo@company.com Additional Recipients (Manual Mode):

• finance-team@company.com
• $.results.trigger.departmentHead
• controller@company.com

Both the CFO and finance team receive the approval request, plus the department head from the trigger data.

Example: Dynamic CC List (Template)

Node ID: complianceApproval Email Address: compliance@company.com Additional Recipients (Template Mode):

• $.results.getApprovalChain.reviewers

Where $.results.getApprovalChain.reviewers is an array like:

["legal@company.com", "audit@company.com", "risk@company.com"]

Example: SMS Approval

Node ID: urgentApproval Notification Type: SMS Phone Number: +15551234567 Message:

Urgent approval needed for {{results.trigger.orderType}} order #{{results.trigger.orderId}}.
Total: ${{results.trigger.total}}

Example: Collect Additional Information

Node ID: reviewSubmission Email Address: reviewer@company.com Message:

Please review the application and provide your assessment.

Applicant: {{results.trigger.applicantName}}
Application Type: {{results.trigger.applicationType}}

Data Required:

• approved (Boolean) - Approval decision
• priority (String) - Priority level (High/Medium/Low)
• estimatedDays (Number) - Estimated days to complete
• assignedTeam (String) - Team to assign to
• notes (Text) - Reviewer notes

All of this data becomes available:

$.results.reviewSubmission.approved
$.results.reviewSubmission.priority
$.results.reviewSubmission.estimatedDays
$.results.reviewSubmission.assignedTeam
$.results.reviewSubmission.notes

Accessing Approval Data

After approval is granted, access the data:

// Approval decision (if included in schema)
$.results.<nodeId>.approved

// Any custom fields defined in output schema
$.results.<nodeId>.fieldName

// Example:
$.results.managerApproval.comments
$.results.reviewSubmission.priority

Best Practices

• Clear Messages: Write clear, actionable approval messages
• Include Context: Provide all information needed to make a decision
• Dynamic Data: Use template syntax to include relevant data
• Output Schema: Define what data you need from the approver
• Fallback Plan: Set onFailure path for rejected approvals
• Timeout Consideration: Be aware workflows pause until approval is received
• CC Appropriately: Only CC people who need to be informed
• Phone Format: Use E.164 format for phone numbers (+country code)

Approval Process

1. Workflow Pauses: Execution stops at the approval node
2. Notification Sent: Email or SMS is sent to the approver
3. Awaits Response: Workflow remains paused until response
4. Resume Execution: Upon approval/rejection, workflow continues
5. Access Data: Approval data is available in subsequent nodes

Handling Approval Outcomes

Check Approval Decision

Use a Conditional node after the approval:

Approval: managerApproval
└─ Conditional: checkApproval
   ├─ Choice 1: approved = true → processOrder
   └─ Default: notifyRejection

Multiple Approvers

Use sequential approval nodes:

Approval: level1Approval
└─ Conditional: checkLevel1
   └─ Approved → Approval: level2Approval
      └─ Conditional: checkLevel2
         └─ Approved → finalizeRequest

Or parallel approvals:

Parallel: multiApproval
├─ Branch 1: Approval: managerApproval
├─ Branch 2: Approval: financeApproval
└─ Branch 3: Approval: complianceApproval

Common Patterns

Conditional Approval Based on Amount

Conditional: checkAmount
├─ Choice 1: amount > 10000
│  └─ Approval: seniorManagerApproval
└─ Choice 2: amount <= 10000
   └─ Approval: managerApproval

Approval with Escalation

Approval: initialApproval
└─ Conditional: checkResponse
   ├─ Approved → proceed
   ├─ Rejected → notifySubmitter
   └─ Timeout → Approval: escalatedApproval

Multi-Level Approval

Approval: level1
└─ Conditional: level1Check
   └─ Approved → Approval: level2
      └─ Conditional: level2Check
         └─ Approved → Approval: level3
            └─ Conditional: level3Check
               └─ Approved → execute

Email vs SMS

Use Email when:

• Detailed information needs to be conveyed
• Attachments or links are needed
• Response can wait a bit longer
• Formal approval trail is required

Use SMS when:

• Quick response is critical
• Approver is mobile
• Simple yes/no decision
• High urgency

Limitations

• Workflow Pauses: Execution halts until response received
• Timeout: Long-running workflows may hit execution limits
• No Reminders: System doesn’t automatically send reminder notifications
• Single Response: Each approval node accepts one response
• No Edit: Approver cannot modify the approval request

Security Considerations

• Verify Approver: Ensure approval requests go to authorized personnel
• Sensitive Data: Be cautious about including sensitive information in messages
• Callback Security: Secure callback URLs with proper authentication
• Access Control: Ensure only intended recipients can approve
• Audit Trail: Approval decisions are logged for compliance