Actions > Automate changing the status of tasks
Multi-level approval loops
Want approval workflows where rejections send work back for fixes? Here’s how. You’ll build multi-level approvals that automatically reopen previous steps when someone hits reject - keeping quality high without grinding everything to a halt.
You know those approvals that need multiple sign-offs? Multi-level loops handle them perfectly:
- 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
Here’s the magic - when someone rejects at any level, the work automatically bounces back to whoever needs to fix it. No chasing people down.
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Set up your approval chain steps
Start with your template and map out who approves what. You’ll 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)
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Create re-open rules for each approval level
Next, set up what happens when someone hits reject. For each approval step, create a status action rule:
Rule 1: Manager rejection reopens creation
IF (Manager review) is RejectedTHEN Re-open task "Create wire transfer request"Rule 2: Finance rejection reopens creation
IF (Finance department approval) is RejectedTHEN Re-open task "Create wire transfer request"Rule 3: COO rejection can reopen multiple steps
IF (COO final approval) is RejectedTHEN Re-open task "Create wire transfer request"AND Re-open task "Manager review" -
Add visibility rules to control flow
Don’t show later approvals until earlier ones pass. Simple:
IF (Manager review) is ApprovedTHEN Show "Finance department approval"IF (Finance department approval) is ApprovedTHEN Show "COO final approval"
Need different approvers for different amounts? You can route based on any criteria:
IF (Purchase Amount) is greater than $50,000AND (Manager review) is ApprovedTHEN Show "Board approval required"
What if legal, compliance, and finance all need to review at the same time? Easy:
IF (Initial review) is CompletedTHEN Show "Legal approval"AND Show "Compliance approval"AND Show "Finance approval"
Wait for everyone to approve before moving on:
IF (Legal approval) is ApprovedAND (Compliance approval) is ApprovedAND (Finance approval) is ApprovedTHEN Show "Final implementation"
Approvals getting stuck? Here’s your fix:
- Set the initial approval deadline
- Create an escalation step assigned to senior management
- Use deadline automation to trigger escalation
When time’s up, Tallyfy bumps it to the boss. Done.
Want your approval loops to actually work? Follow these:
- Clear rejection reasons: Add comment fields so reviewers explain what needs fixing. Nobody likes guessing why their work got rejected
- Notification setup: Turn on email notifications - people need to know when tasks bounce back to them
- Loop limits: Think about adding a counter. After 3 rejections, maybe it’s time for a meeting instead
- Documentation: Put clear instructions in each step. Tell people exactly what you’re looking for
- Audit trail: Good news - Tallyfy tracks every approval and rejection automatically. CYA built right in
Let me show you how a real estate agency nailed their listing approvals:
- Agent creates listing - Enters property details and uploads photos
- Office manager review - Checks everything’s complete and accurate
- Rejected? Goes right back to the agent for fixes
- Marketing review - Makes sure photos look good and descriptions sell
- Not quite right? Back to step 1 for better photos or copy
- Compliance check - Verifies all the legal stuff is covered
- Issues found? Reopens both steps 1 and 2 (agent and manager both get notified)
- Final publication - Listing goes live
Every listing hits the market looking perfect. Agents know exactly what to fix when something’s off. No more “please see me” sticky notes.
How To > Automatically track and run complex approval workflows
Power Automate > Building approval workflows with Power Automate
Actions > Automate hiding or showing tasks
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