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Approval Rules

Approval rules define the conditions under which a subscription or quote requires approval before activation. This guide covers creating, configuring, and managing approval rules.

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Creating Rules

1. Navigate to Settings → Approvals → Rules
2. Click Create Rule
3. Configure the rule:
   • Name: Descriptive name (e.g., “High Discount Approval”)
   • Description: Explain when and why this rule applies
   • Conditions: When to trigger (see below)
   • Approval Group: Who must approve
   • Priority: Evaluation order (lower = higher priority)
4. Click Save

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Condition Types

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Discount Conditions

Example: Require approval when discount exceeds 25%

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Value Conditions

Example: Require executive approval for deals over $100,000 TCV

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Product Conditions

Example: Require product team approval when “Enterprise Support” is added

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Term Conditions

Example: Require approval for contracts longer than 36 months

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Customer Conditions

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Combining Conditions

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AND Logic

All conditions must be true to trigger the rule:

• Discount > 15% AND TCV > $50,000

Configure by adding multiple conditions to the same rule.

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OR Logic

Any condition triggers the rule:

• Discount > 30% OR Payment terms > 60 days

Configure by creating separate rules with the same approval group.

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Rule Priority

When multiple rules apply, priority determines evaluation order:

• Lower numbers = higher priority
• All matching rules create approval requirements
• Rules with same priority evaluate in creation order

Example:

• Priority 1: “Executive Discount Approval” (discount > 40%)
• Priority 10: “Manager Discount Approval” (discount > 20%)

A 45% discount triggers both rules, requiring approval from both groups.

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Rule Scope

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Organization-Wide

Rules apply to all subscriptions (default).

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Plan-Specific

Rules apply only to specific plans:

1. In the rule configuration, select Plan-specific
2. Choose which plans this rule applies to

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Product-Specific

Rules apply when specific products are involved:

1. In the rule configuration, select Product-specific
2. Choose which products trigger this rule

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Managing Rules

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View All Rules

1. Navigate to Settings → Approvals → Rules
2. See all rules with their status, conditions, and approval groups
3. Sort by priority to understand evaluation order

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Edit a Rule

1. Click on the rule name
2. Make changes
3. Click Save

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Disable a Rule

1. Click on the rule name
2. Toggle Enabled off
3. Click Save

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Delete a Rule

1. Click the three-dot menu on the rule
2. Select Delete
3. Confirm deletion

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Rule Evaluation

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When Rules Are Evaluated

• Subscription creation
• Subscription update (if pricing/terms change)
• Quote creation
• Quote update

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Evaluation Results

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Viewing Why Approval Was Required

1. Navigate to the subscription or quote
2. View the Approval section
3. See which rules triggered and why

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Common Rule Examples

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Discount Governance

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Deal Size Review

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Term Review

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Product Review

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Best Practices

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Troubleshooting

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Rule Not Triggering

1. Verify the rule is enabled
2. Check that conditions match the subscription values
3. Confirm rule scope includes the relevant plan/product
4. Review rule priority (higher priority rules may be taking precedence)

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Too Many Approvals Required

1. Review overlapping rules
2. Consider consolidating similar rules
3. Adjust thresholds if they’re too low
4. Use rule scope to limit applicability

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Next Steps