Approver Group¶

Overview¶

The Approver Group feature lets you create named groups of users who can approve workflow requests. Approver groups are assigned when you configure Workflows.

With this feature, you can:

Create approver groups with one or more users.
Filter users by organisation when building a group.
View, edit, and delete approver groups from a single grid.
Search groups by name.

Why This Matters¶

Centralized management of who can approve pending requests.
Reusable groups across multiple workflows.
Organisation-scoped user selection when assembling approvers.

Scope¶

Approver group creation, viewing, editing, and deletion.
User selection per group.
Organisation filter helper on create and edit.

Outcome¶

Ready-to-assign approver groups for Workflows.
Clear ownership of approval responsibility per group.

When to Use Approver Group¶

Use this feature when:

You are setting up approval workflows and need to define who can approve.
Different teams should approve different types of requests.
You need to update approver membership without recreating workflows.

When Not to Use Approver Group¶

Do not use this feature when:

You only need to act on pending items — use Pending Approvals instead.
No workflows will reference the group — create workflows after groups are defined.

Prerequisites¶

Required Access and Permissions¶

Users must have:

API Manager access.
Permission to manage approver groups.

System / Technical Requirements¶

Users available in the organisation user list for selection.
Organisations available when using the organisation filter on create or edit.

Approver Group Form Fields¶

Field	Required	Description
Approver Group name	Yes	Display name for the group
Search and Select Organization to add Users as approvers	No (filter)	Filters the user list by organisation on create and edit
Select Users	Yes	At least one user must be selected (searchable multi-select)

Step-by-Step Implementation¶

Creating an Approver Group¶

Step 1: Navigate to Approver Group¶

From the left navigation panel, open Approval Workflow → Approver Group.

Step 2: Open the Create Form¶

Select Create Approver Group.

Step 3: Enter Group Details¶

Enter Approver Group name.
Optionally use Search and Select Organization to add Users as approvers to filter users by organisation.
In Select Users, search and select one or more users.

Step 4: Save¶

Select Create.
The group appears in the grid.

Viewing and Editing an Approver Group¶

Step 1: Open View Mode¶

In the approver group grid, select View (eye icon) on the target row.

Step 2: Review or Edit¶

Review read-only details in View Approver Group.
Select Edit to open Edit Approver Group, update fields, and select Save.

Deleting an Approver Group¶

Step 1: Open Delete Confirmation¶

In the grid, select Delete (trash icon) on the target row.

Step 2: Confirm or Cancel¶

Review the summary and select Delete, or Cancel to close without changes.

Delete constraint: If the group is attached to a workflow, deletion is blocked with: "Approver group is attached to a workflow. Please detach it first and then delete."

Detach the group from all workflows in Workflows before deleting.

Understanding the Interface¶

UI Element	Location	Purpose
Search bar	Top of page	Filter by group name (`Search by Approver group name`)
Create Approver Group	Top right	Open create modal
Approver Group	Grid column	Group display name
Users groups	Grid column	User emails in the group (truncated if many)
Created Date & Time	Grid column	When the group was created
View	Grid action	Open read-only details
Edit	Grid action	Open edit modal
Delete	Grid action	Open delete confirmation

Empty state message: "No lists of Approver Group for Workflow."

Feature	Relationship
Workflows	Assign approver groups to approval workflows
Pending Approvals	Users in approver groups act on requests in the approver inbox

Best Practices¶

Practice	Reason
Create groups before workflows	Workflows require approver group assignment
Use clear group names	Easier identification when assigning to workflows
Keep group membership current	Remove users who should no longer approve
Detach from workflows before delete	Attached groups cannot be deleted
Use organisation filter on large user lists	Faster user selection during group setup

Troubleshooting¶

Issue	Possible Cause	Resolution
Cannot save without users	`Select Users` is empty	Add at least one user
Cannot delete group	Group attached to a workflow	Edit workflows to remove the group, then delete
User not in list	User not in filtered organisation	Adjust organisation filter or verify user exists
Group not available in workflow form	Group not yet created or saved	Refresh and confirm the group appears in Approver Group grid

Frequently Asked Questions¶

How many users can be in a group?

At least one user is required. Multiple users can be selected.

Can the same group be used in multiple workflows?

Yes. Approver groups are reusable across workflows.

What happens if I delete a group that is in use?

Deletion is blocked until the group is removed from all workflows.

Tip

Name groups by function (for example, by team or approval tier) so workflow assignment in Workflows stays clear as your organisation grows.