Effectively managing reusable approval flows is crucial for maintaining consistent governance, adapting to organizational changes, and ensuring your workspace provisioning processes remain efficient and compliant. This article will walk you through accessing, viewing, editing, activating/deactivating, and deleting your reusable approval flows.
Access your Approval Flows
Log in to the BindTuning App.
In the left-hand navigation, click on Approvals.
This section presents a comprehensive list of all your created reusable approval flows, including a visual representation of the approval sequence (often displayed with approver avatars in sequence) and its current status (Active/Inactive).
View Approval Flow usage
Before making changes to an approval flow, it's often helpful to understand where it is currently being applied.
To know where a flow is used, refer to the "Used in templates" column in the approval flow list.
This column will display a number if the flow is currently referenced by one or more templates.
Clicking on this number will open a pop-up window that provides a detailed list of all templates where that specific flow is currently applied. This helps you assess the impact of any changes or deletion.
Edit an Approval Flow
You can modify the steps, approvers, and messages within an existing reusable approval flow.
From the list in the Approvals area, locate the flow you wish to edit.
Click the pencil icon (Edit) next to its name.
You will be redirected to the flow's original editing interface. Make the necessary changes to the approval flow settings.
Click Save to apply your changes.
Important Note: After saving your changes, all templates currently using this reusable approval flow will automatically refer to the new settings.
Change Approval Flow status (deactivate)
You can temporarily change an approval flow's status to "Inactive." An inactive flow cannot be selected or applied to new templates, but it is not permanently deleted from your list. This is useful for temporarily pausing a flow's application without removing it entirely.
From the list in the Approvals area, locate the flow whose status you wish to change.
Click the "Status" toggle (Active/Inactive switch) next to the flow.
An approval flow that is currently in use in one or more templates cannot be deactivated. You must first remove the flow from all templates that are using it before you can change its status to inactive.
Delete an Approval Flow
Deleting a flow permanently removes it from your Automate365 environment.
Caution: This action cannot be undone.
From the list in the Approvals area, locate the flow you wish to delete.
Click the trash can icon (Delete) associated with the flow.
If the approval flow is not in use
A confirmation dialog modal will appear. Confirm the deletion to permanently remove the flow from your system.
An approval flow that is currently in use in one or more templates cannot be deleted. You must first remove the flow from all templates that are using it before you can delete it permanently.