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- Approval Management System
- Data model and import order
The tables behind Approval Management System
Approval Management System ships with 14 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 14
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Request intake:
Approval requests belongs to Organizations and references People through Owner and assigned approver; Definition points to approval routes.
Route policies:
Approval routes belongs to Organizations; source mappings references a route through Definition and retains Version, field types and transform rule.
Approver decisions:
Approval decisions uses Parent to reference approval requests and retains Sequence, step order, route version, Outcome and source context.
Evidence review:
Evidence documents uses Source for the request and verified by for People; review decisions adds source revision, Reviewer, Decision and evidence reference.
Execution tracking:
Operation runs references approval requests through Source; operation steps belongs to a run through Run; execution attempts references the request through Source.
Exceptions and corrections:
Follow up actions references approval requests and People through Source and assigned to; state history retains request transitions with source revision and Actor. Users carries account information separately from People.
Every table, by feature
- Request intake3
- Route policies5
- Approver decisions6
- Evidence review4
- Execution tracking4
- Exceptions and corrections5
- Shared and settings1
- Approval requests
Submitted approval requests tracked through ordered eligible approver steps.
Linked to Organizations, People, Approval routes - Organizations
Business units that own approval routes and request volume.
- People
Staff identities who raise, own, approve and review approval requests.
Linked to Organizations
- Approval routes
Versioned multi-level approval policies with ordered eligible approvers.
Linked to Organizations - Source mappings
Reviewed source-to-target field mappings for an approval route version.
Linked to Approval routes - Approval requests
Submitted approval requests tracked through ordered eligible approver steps.
Linked to Organizations, People, Approval routes - Organizations
Business units that own approval routes and request volume.
- People
Staff identities who raise, own, approve and review approval requests.
Linked to Organizations
- Approval decisions
Ordered decision chain entries recorded against a parent approval request.
Linked to Approval requests - Approval requests
Submitted approval requests tracked through ordered eligible approver steps.
Linked to Organizations, People, Approval routes - Approval routes
Versioned multi-level approval policies with ordered eligible approvers.
Linked to Organizations - State history
Immutable status transition history written by approval workflows.
Linked to Approval requests, People - Operation runs
Durable execution runs for approved business commands.
Linked to Approval requests - Operation steps
Numbered execution steps with persisted input/output identities and receipts.
Linked to Operation runs
- Evidence documents
Source evidence attached to an approval request, with verification state.
Linked to Approval requests, People - Review decisions
Independent reviewer outcomes against an exact source revision.
Linked to Approval requests, People - Approval requests
Submitted approval requests tracked through ordered eligible approver steps.
Linked to Organizations, People, Approval routes - People
Staff identities who raise, own, approve and review approval requests.
Linked to Organizations
- Operation runs
Durable execution runs for approved business commands.
Linked to Approval requests - Operation steps
Numbered execution steps with persisted input/output identities and receipts.
Linked to Operation runs - Execution attempts
Individual attempts to execute an approved business command.
Linked to Approval requests - Approval requests
Submitted approval requests tracked through ordered eligible approver steps.
Linked to Organizations, People, Approval routes
- Follow up actions
Exception follow-ups raised from unresolved approval requests.
Linked to Approval requests, People - Approval requests
Submitted approval requests tracked through ordered eligible approver steps.
Linked to Organizations, People, Approval routes - State history
Immutable status transition history written by approval workflows.
Linked to Approval requests, People - Operation runs
Durable execution runs for approved business commands.
Linked to Approval requests - Operation steps
Numbered execution steps with persisted input/output identities and receipts.
Linked to Operation runs
Keys and references
Preserve source Id values on operational records and use stable identifiers to resolve references. Match Users through its User reference and validate its Email separately. Approval requests.Number is the human request reference. The request’s Revision and retained route version provide context for reviews and workflow history. A review’s source revision must identify the revision actually examined.
Operation steps.Run is a direct link to operation runs. Reconcile execution attempts using Source and operation key, retaining attempt number and provider reference. Use those identifiers when matching the recorded operation. Source mappings.Definition links the mapping to its route; Version identifies the reviewed mapping context.
Users.User references Users. People has its own organizational identity and Email, so agree and test account-to-person resolution during setup. Preserve this distinction when configuring personal views. Interpret approval requests.requested amount using the owning Organizations.Currency and agree that currency context before importing amounts.
Migration order
- Load Organizations with stable Id and Code values and review Active, time zone and Currency.
- Load People against Organizations and configure Users with the agreed account-to-person mapping.
- Load approval routes, then source mappings against their Definition references.
- Load approval requests with Organization, Owner, Definition and assigned approver resolved; retain Revision and route version.
- Load approval decisions, evidence documents and review decisions with their request and people references.
- Load operation runs before operation steps; import execution attempts with their Source and operation key context.
- Load follow up actions and historical state history, then reconcile source references and timestamps before accepting the import.
Set up Approval Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.