Set up approvals that match how you work. Without writing code.
Create approval rules in plain language, send alerts by email or in KPilot, and build custom workflows with forms, routing and deadlines. Approvers can respond from KPilot or straight from Outlook.
Cloud resilience, delivered in October. Planned from a Margin Guard finding, requested by Patrick Callahan.
Approve from the email, in Outlook.Recorded in KPilot as Lucy’s decision.
From a simple rule to a full workflow
How Mesabrook approves invoice requests and change orders.
Write approval rules in plain language
Choose the event, the company or department, the conditions and who approves. Then decide what happens if nobody is available or nobody responds.
- Department, then company, then group rules
- Reminders, escalation and a final outcome
- Alerts in KPilot or by email, in English or French
A named person: Lucy Hargrove
Eleanor Vance-SterlingTest a rule on a real record
Pick a real request to see which conditions match, which rule applies, who would be asked and which emails would be sent. The test changes nothing.
- The rule that applies, and why
- The approver, by name
- Every message the rule would send
Lucy HargroveEngagement Director, Finance & AccountingBuild multi-step workflows
Add approval steps, parallel paths, automated tasks and waiting periods on a visual canvas. Validate and test the workflow, then publish it.
- Approver, deadline and escalation for each step
- Rules can start a workflow
- Checked by the server before it goes live
Used by Change orders over $25,000 start a workflow
Collect the right information
Drag fields onto a 16-column grid. When a request is approved, KPilot can write each answer back to the record, such as adding the raise to the project budget.
- Amounts, dates, people, files and choices
- Required fields and validation
- Write back to any field or custom field
Route requests automatically
Decision tables send each request to the right approver based on its amount, client sector or other values. Test a request before you publish.
- Several ways to resolve matching rules
- Scoring with weights and thresholds
- Tested on a real request
Deadlines, results and version history
Each workflow tracks its deadlines, its results and every change. Compare versions and roll back in one click.
LucyOct 123ActiveEleanorAug 40SupersededRoll backEleanorJun 20Superseded~ Managing Partner approves · Decide within: 2 days → 1 dayQuestions
Do we have to draw a workflow for every approval?
No. Most approvals are a rule. A rule that starts a workflow builds one for you, and you can turn it into a custom workflow to edit it.
Which rule decides when several match?
For approvals, the first that matches: department rules, then company, then group, top to bottom. For alerts, every rule that matches runs.
What if nobody answers?
The rule reminds, passes it on, then keeps waiting and tells its owner, approves or refuses, as you set it.
Can people approve from their email?
Yes. Outlook shows Approve and Reject buttons in the email, and a secure link works anywhere else. Everything also waits in the Inbox.
Who can build workflows?
People with the approval administration permission. Alerts and KPilot’s messages have their own permission.
Put your approval process in KPilot.
Start with Mesabrook’s rules, or set up your own.