Approvals
Nothing your employees write to a connected app happens until you approve it. Each request shows the exact action, where it goes and what it costs, and it is sent once, exactly as shown.
- You are the owner, or a member with the Approver role.
- An employee has Read and write access to an app; see Read, or Read and write.
On this page
When an approval is needed#
Employees can read from the apps you connect without asking. Every write, like sending an email, creating an issue, changing a deal or paying an invoice, waits for you, unless a standing approval already covers it. An action an app doesn’t mark as a read counts as a write.
| The employee wants to… | Asks you first? |
|---|---|
| Read emails, files, records or web pages | No |
| Send, create, update or delete in an app | Yes |
| Submit a form on a website | Yes |
| Spend past a money limit you set | Yes, as a limit raise |
| Repeat a write a standing approval covers | No, within its caps |
While a request waits, the task waits too: nothing runs or is charged for it. The employee walks to your door in the office, and the request appears in Inbox → Needs you and in the Office’s Needs you column.
What a request shows#
Each request is a card with one plain sentence on top, verb first, such as “Create Linear issue: Launch checklist”.
Send 18 follow-up emails to the Hamburg fair leads
- Who asks and how long is left: the employee and their department, Approval needed, and the time left, such as “6 h left”.
- The expected effect: the one write it makes and Royak’s price for it, such as “1 write to Linear · no cost”. cost unknown means the app bills your own account with it, or no price is known.
- The destination and the exact content, such as the recipients and the message.
- Why: the task it belongs to, with Open task, and a warning when the task read content you didn’t write, naming those sources.
- Request details, with every argument exactly as it will be sent.
Decide in the Inbox#
- 1
Open the request
In Inbox → Needs you, select it. You can also open it from the Office’s Needs you column or the employee’s inspector. J and K move between rows.
- 2
Check the exact content
Read the card, then press Enter or open Request details to see every argument.
- 3
Approve
Select the approve button, which names the action, such as Approve and send, or press A. “Approved” confirms it, and the next request opens.
- 4
Or decline with a reason
Select Decline or press X, write what was wrong under Reason for {name} (up to 500 characters), then Decline request. The employee receives your words and decides what to do next.
What happens after#
An approved request is sent once by the task that asked, exactly as shown. The card then shows its outcome, and moves to Inbox → Decided.
| Outcome | What it means |
|---|---|
| Sent | The app accepted it, often with its own reference. |
| Failed | Nothing was sent: the app did not accept it. The task’s timeline says why. |
| Declined | You or another approver said no. Your reason is shown on the card. |
| Expired | No decision within 24 hours. Nothing was sent. |
| Replaced | The employee sent a newer version. Only the new one can be approved. |
| Outcome unknown | The app never confirmed. It is never sent again; check it in the app. |
| Canceled | The task was canceled before you decided. Nothing was sent. |
Who may decide#
| Role | Decides approvals? |
|---|---|
| Owner | Yes |
| Approver | Yes, and employees’ questions |
| Finance admin | No; limit raises only |
| Viewer | No; sees the Inbox only |
Every decision records who made it. See Team members for the roles, and History and audit for where decisions are kept.
Questions#
Does approving cost anything?
The card’s effect line shows Royak’s price for that one call, such as “no cost” or an amount. When it says “cost unknown”, the app bills your own account with it directly.
Can I change the request before approving it?
Decline it with a reason that says what to change. The employee reads it and can ask again with a new version, which you approve on its own.
Can the same request be sent twice?
No. An approval lets the task send it once, exactly as shown. A send whose outcome is unknown is never repeated.
Why does a request warn me about content I didn’t write?
The task read something from outside, such as a web page or an email, which may try to steer the employee. Read the content carefully. A standing approval never covers such a request.
How do I stop being asked for the same thing?
Under a request, select Allow again without asking… to create a standing approval for that action, employee and destination.