Skip to content

Multi-level approval loops

This example shows how to build approval workflows with multiple levels where rejections automatically reopen previous steps for corrections. This ensures quality control while maintaining process flow efficiency.

What is the use case for this automation?

Multi-level approval loops are essential for:

  • Financial approvals: Purchase requests that need manager approval, then finance approval, then executive sign-off
  • Content publishing: Draft → Editor review → Legal review → Final approval
  • Contract management: Initial draft → Department head → Legal → CFO → CEO
  • Quality control: Product inspection → Supervisor check → Quality manager sign-off

The key is that rejection at any level sends work back to the appropriate earlier step for correction.

How do I create a multi-level approval workflow?

  1. Set up your approval chain steps

    Create your template with clear approval levels. Use Approve/Reject type steps:

    • Step 1: “Create wire transfer request” (Regular task)
    • Step 2: “Manager review” (Approve/Reject)
    • Step 3: “Finance department approval” (Approve/Reject)
    • Step 4: “COO final approval” (Approve/Reject)

  2. Create re-open rules for each approval level

    For each approval step that can reject, create a status action rule:

    Rule 1: Manager rejection reopens creation

    IF (Manager review) is Rejected
    THEN Re-open task "Create wire transfer request"

    Rule 2: Finance rejection reopens creation

    IF (Finance department approval) is Rejected
    THEN Re-open task "Create wire transfer request"

    Rule 3: COO rejection can reopen multiple steps

    IF (COO final approval) is Rejected
    THEN Re-open task "Create wire transfer request"
    AND Re-open task "Manager review"

  3. Add visibility rules to control flow

    Ensure later approvals only show when earlier ones are approved:

    IF (Manager review) is Approved
    THEN Show "Finance department approval"
    IF (Finance department approval) is Approved
    THEN Show "COO final approval"

Advanced approval patterns

Conditional approval routing

Route to different approvers based on criteria:

IF (Purchase Amount) is greater than $50,000
AND (Manager review) is Approved
THEN Show "Board approval required"

Parallel approvals with synchronization

Sometimes multiple approvers need to review simultaneously:

IF (Initial review) is Completed
THEN Show "Legal approval"
AND Show "Compliance approval"
AND Show "Finance approval"

Then synchronize before proceeding:

IF (Legal approval) is Approved
AND (Compliance approval) is Approved
AND (Finance approval) is Approved
THEN Show "Final implementation"

Escalation paths

Add time-based escalations for stuck approvals:

  1. Set the initial approval deadline
  2. Create an escalation step assigned to senior management
  3. Use deadline automation to trigger escalation

Best practices for approval loops

  • Clear rejection reasons: Include comment fields in approval steps so reviewers can explain why they’re rejecting
  • Notification setup: Ensure email notifications are configured so people know when tasks are reopened
  • Loop limits: Consider adding a counter or limit to prevent infinite rejection loops
  • Documentation: Include clear instructions in each step about what needs correction
  • Audit trail: Tallyfy automatically maintains history of approvals and rejections

Real-world example: Property listing approval

Here’s how a real estate agency uses multi-level approvals:

  1. Agent creates listing - Enters property details and uploads photos
  2. Office manager review - Checks completeness and accuracy
    • If rejected → Reopens step 1 for agent corrections
  3. Marketing review - Validates photos and descriptions
    • If rejected → Reopens step 1 for photo/description updates
  4. Compliance check - Ensures legal requirements are met
    • If rejected → Reopens steps 1 and 2 for corrections
  5. Final publication - Listing goes live

This ensures every listing meets quality standards while providing clear feedback loops for improvements.

Actions > Automate changing the status of tasks

Status actions automatically re-open completed tasks when specific conditions are met and are primarily used for approval workflows feedback loops and quality control processes where steps need to be revisited for corrections or revisions.

How To > Automatically track and run complex approval workflows

Tallyfy transforms complex approval workflows into trackable automated processes with clear visibility accountability and dynamic routing that eliminates status confusion and bottlenecks through intelligent form design conditional logic real-time monitoring and collaborative communication features.

Actions > Automate hiding or showing tasks

Visibility actions in Tallyfy automatically show or hide process steps based on specific conditions to ensure complete process integrity while displaying only relevant steps when needed preventing missed requirements and maintaining workflow efficiency.
Get in touch
About Tallyfy