By default any operator with the assets.checkout permission can hand a device to anyone in seconds. Approval workflows insert a sign-off step for the assets you want supervised.
1. Where to start
Go to Settings → Approval workflows. The list is empty by default - without a workflow, every checkout goes through directly, exactly as before.
2. Build a workflow
- Click New workflow.
- Pick a name that describes the rule, not the result (e.g. "MacBook Pro 16" requires Finance sign-off" vs "Finance approvals").
- Priority: lower runs first. Use it when you have overlapping rules - a narrow rule (single model) with priority 50 will win over a broad rule (all laptops) with priority 100.
- Active: leave on while you build, save then disable if you're not ready yet.
3. Conditions
Conditions are combined with AND - all must match for the workflow to fire. Available fields:
- Purchase cost - eq / neq / gt / lt / gte / lte. The classic "anything over €1,000 needs approval".
- Category - eq / neq / in. "All laptops" or "Phones + Tablets".
- Model - eq / neq / in. The most specific - "MacBook Pro 16" only".
- Location - eq / neq / in. "Anything leaving the Sofia office".
Zero conditions = always require approval. Useful for tiny workspaces that want every checkout reviewed.
4. Approvers
Pick one or both:
- All admins - anyone with the admin role can approve. Convenient default.
- Specific users - tick named approvers from your staff list. Use this when you want Finance approving cost-gated workflows and IT lead approving security-sensitive ones.
Any of the listed users can approve - it's an OR, not a chain.
5. What the operator sees
When a workflow matches, the Check-out form still works the same way - operator picks the holder + date + note + submits. But instead of a successful checkout, they get:
"Checkout queued for approval (MacBook Pro 16 sign-off)."
The asset stays unassigned in the meantime.
6. What approvers see
A new badge appears on the Approvals sidebar entry with the pending count. Opening the page shows a tabbed inbox (Pending / Approved / Rejected / Cancelled). Each row has:
- Asset tag + model.
- Planned assignee.
- Requester + time submitted.
- Which workflow matched.
- Approve + Reject (with reason) + Cancel buttons.
Approve replays the original checkout payload - same assignee, same expected return date, same note. The result is identical to a direct checkout, just gated.
7. Notifications
Approvals fire under the Approvals event group in Slack + Teams - turn it on under /notifications and the channel hears every request and rejection.
Tips
- Don't over-gate - a workflow on every checkout will quickly become a rubber-stamp the team learns to ignore. Reserve approval for cost, sensitive categories, or off-site moves.
- Use priority for narrow exceptions - a "no approval needed for assets going to Sofia HQ" workflow at priority 10 can short-circuit a broad cost rule at priority 100. (You'd express that as a workflow with the matching condition but an empty approver list, so it auto-approves.)
- Approvals workflows are a Business-plan feature.