Approval Setup
How to create and manage approval workflows in Brytebuild — defining approver groups, approval stages, Sequential vs Parallel mode, field conditions (e.g. total_amount ≥ 10) and priority tiebreaking. Powers the Approval Inbox, concessions and document publishing.
Section 01
What is Approval Setup?
2 minutes
Approval workflows in Brytebuild are reusable routing rules. Once configured, every new document of the chosen type is automatically queued for approval by the designated groups — no manual routing needed. Each workflow consists of:
- An object type — what the workflow applies to (Concession, Purchase order, etc.)
- One or more approval stages — ordered steps each requiring sign-off from a staff group
- A mode per stage — Sequential (one approver at a time) or Parallel (all approvers simultaneously)
- An optional field condition — to narrow when the workflow fires (e.g. only when
total_amount ≥ 10) - A priority number — when multiple workflows match the same document, the highest priority wins
Approval Setup is reached from Quality → Approval Setup in the left navigation. You need Admin or Quality Manager permissions to create or edit workflows.
Section 02
The workflow list
2 minutes
The main Approval Setup page lists all configured workflows. Each row shows the workflow name, what object type it applies to, whether it is currently Active, its priority, how many stages it has, and a View button to open the full detail.
| Name | Applies To | Status | Priority | Stages | Actions |
|---|---|---|---|---|---|
| Concession | Concession | Active | 10 | 1 stage | View |
| Conclude | Purchase order | Active | 5 | 1 stage | View |
| Column | What it shows |
|---|---|
| Name | The workflow name you assigned — e.g. Concession, Conclude. |
| Applies To | The object type this workflow routes — Concession, Purchase order, etc. |
| Status | Active — workflow fires for matching documents. Inactive — paused, no new approvals triggered. |
| Priority | When multiple workflows match the same document, the one with the highest number runs. E.g. priority 10 beats priority 5. |
| Stages | How many approval stages this workflow has. Click the link to jump straight to the stage detail. |
| Actions | Click View to open the full workflow record — see all stages, conditions and manage the workflow. |
Section 03
Creating a workflow
3 minutes
Click + New workflow (top-right of the Approval Setup page) to open the creation panel inline above the workflow list.
New Workflow
Fill in the fields below, add approval stages, then click Create workflow
Higher wins when several match
Approval Stages
The object's field, e.g. total_amount
| Field | Required | What to enter |
|---|---|---|
| Name | Required | A clear descriptive name reflecting the workflow's purpose — e.g. Concession authorisation, PO sign-off >£5,000. |
| Applies To | Required | The document type this workflow routes. Select from the dropdown — e.g. Concession, Purchase order. |
| Priority | Optional | A number used to break ties when multiple workflows match the same document. Higher number wins. Defaults to 0. |
| Approval Stages | Min 1 | At least one stage is required. Each stage sets the Approver Role (staff group), number of Approvals required, and whether it runs in Sequential or Parallel mode. |
| Field condition | Optional | Narrow the workflow to only fire when a document field meets a condition — e.g. total_amount ≥ 10. Leave blank to apply to all documents of the chosen type. |
Section 04
Approval stages
2 minutes
Each workflow must have at least one approval stage. Stages run in the order shown — drag to reorder when editing. Every stage has three settings:
| Setting | What it controls |
|---|---|
| Approver Role | The staff group responsible for approving at this stage. Every member receives an approval request in their Approval Inbox. The stage is not complete until the required number of group members have approved. |
| Approvals required | How many members of the group must approve before this stage passes. Set to 1 for "any one approver is sufficient"; set to 2 to require two sign-offs. |
| Mode | Sequential — each group member is notified one at a time in turn. Parallel — all group members are notified simultaneously and can approve concurrently. See Section 05 for a full comparison. |
Click + Add stage to add a second stage. Multi-stage workflows pass through each stage in sequence — a document does not move to Stage 2 until Stage 1 is fully approved.
Example — 2-stage concession workflow
2 stages · documents must pass each in sequence
Sales Order
Approver group
Quality & Compliance
Approver group
In this example the Sales Order group approves first (1 member, sequentially). Once Stage 1 passes, the Quality & Compliance group is notified simultaneously — 2 of their members must approve before the concession is released.
Section 05
Sequential vs Parallel mode
2 minutes
Every approval stage has a Mode setting that controls how notifications are sent to the members of the approver group. Choose the mode that fits the governance requirement for that stage.
Sequential
Group members are notified one at a time. Each approver must act before the next is notified. The stage completes once the required number have approved in turn.
A approves first, then B is notified
Use when
Parallel
All group members are notified at the same time. Any member can approve immediately. The stage completes once the required number have approved in any order.
A, B and C are all notified simultaneously
Use when
These two settings work together. If a Parallel stage has 3 group members but only 1 approval required, the stage passes as soon as any one member approves — the other notifications are cancelled. If you need all 3, set Approvals required to 3.
Section 06
Field conditions
2 minutes
By default a workflow applies to every new document of the chosen type. The Advanced: field condition section lets you narrow this — e.g. route concessions for high-value items to a senior approver while smaller items use a simpler flow.
Advanced: Field Condition
Only apply when a field condition holds
total_amountThe object's field, e.g. total_amount
In the example above the Concession workflow has a condition set so it only fires when total_amount ≥ 10. On the workflow detail page this is shown as an amber alert bar:
| Field | What to enter |
|---|---|
| Field | The internal field name on the document object, e.g. total_amount. Must match exactly the field key in the database — check with your admin if unsure. |
| Operator | The comparison operator: ≥ (greater than or equal to), ≤, =, ≠, >, <. |
| Value | The threshold value to compare against, e.g. 10 means the condition is total_amount ≥ 10. |
Priority: when multiple workflows match
If two workflows both target the same object type and both conditions are met, Brytebuild uses the Priority number to decide which one runs. The workflow with the higher number wins:
A common pattern: create a high-priority workflow (e.g. priority 10) with a field condition for high-value concessions, and a low-priority workflow (e.g. priority 5) with no condition as the fallback for all other concessions. The high-value ones get routed to senior approvers; the rest take the simpler path.
Section 07
Viewing and editing a workflow
2 minutes
Click View on any workflow in the list to open the full detail page. This shows all stages, the active condition and the current status.
Name
Concession
Applies To
Concession
Status
ActivePriority
10
Approval Stages
1 stage · documents must pass each in sequence
Sales Order
Approver group
Footer actions
| Button | What it does |
|---|---|
| Go Back | Returns to the Approval Setup list without any changes. |
| Delete | Permanently removes the workflow. Documents already in progress are not affected — only future documents will no longer be routed through this workflow. |
| Deactivate | Pauses the workflow without deleting it. New documents will no longer trigger this workflow until it is reactivated. Useful for temporary suspension. |
| Edit Workflow | Opens the editable version of the workflow. All fields become editable. Stages can be reordered by dragging. Click Save Changes to apply or Cancel to discard. |