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Approval workflow checklist
A practical checklist to reduce approval delays, clarify ownership, and stop work from stalling in inboxes.
The checklist
Use this checklist before you automate approvals (or to fix a workflow that keeps stalling):
Required information
What information is required for approval?
Missing data
What happens when it’s missing?
Fix ownership
Who fixes missing details?
Approver mapping
Who is the approver for each type of approval?
Backup plan
What happens if they’re away?
Escalation trigger
When do you escalate?
Approval home
Where does the approval “live” so it’s not lost?
Status clarity
Can everyone see the status without asking?
On time vs late
What defines “on time” compared to “late”?
Reminders
When do reminders happen?
Escalations
When do escalations happen?
Edge cases
What are the common edge cases?
Unclear work
What should happen when the workflow is unclear?
When automation helps most
Approvals are a great fit for automation when:
- requests are frequent
- ownership is predictable
- reminders and escalations are consistent
- you want clear status visibility
Ready to fix approval delays without adding complexity?
Get an Automation Plan to map ownership, define escalation rules, and keep approvals moving with clear status visibility.
Get an Automation Plan