Approvals Decision Audit
Every ApprovalDecision in the period with ApprovalRequest, Type, ClientUser, Decision, SignedAt, FromIP, and the source-record callback status. The auditable decision register.
Approval request to source update
Capture the named client’s decision and reconcile the result with the originating application.
3 stages · 1 approval
Roles and responsibilities
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Approval required
Request and decide
When the internal team needs a client decision (sign off a deliverable, accept a change order, approve an invoice, confirm a milestone), Project Manager creates an ApprovalRequests row: picks Type, RequestedFromClient (a named ClientUser with role Approver), RelatedDocument if applicable, SourceTable + SourceRecord for the callback, optional RequiresSignature and ExpiresAt. The new request creates a MagicLinks row with Purpose: ApprovalAction and ExpiresAt matching the request. The notification service delivers the branded approval template with the rendered Subject + Description and the magic-link URL to the confirmation page. The named ClientUser opens a confirmation page, verifies their session and explicitly picks Approved / Rejected / RequestedChanges, optionally adds Comments and a captured signature blob, and on a confirmed submission against the current request an ApprovalDecisions row writes (Sequence, Decision, Comments, SignatureBlob if captured, FromIP, UserAgent, SignedAt). The request Status flips to the matching enum and DecidedAt stamps.
Reconcile the callback
When the pending request is approved or rejected, the system reads SourceTable + SourceRecord, resolves the appropriate integration endpoint (Project Management Tasks for Deliverable / Milestone types, Project Billing Invoices for Invoice type, an org-defined ChangeOrders endpoint for ChangeOrder), and posts the decision back to the source — typically setting a ClientApprovalStatus enum and a ClientApprovalAt date on the source record. The notification service notifies the internal RequestedBy Project Manager + the project's Account Manager with the decision, the comments captured on ApprovalDecisions, and the link back to the request thread. A re-decision (e.g. Approver flips Rejected → Approved after a resubmit) writes a new ApprovalDecisions line with a higher Sequence and stamps the prior line Superseded: true.
Preserve the evidence
Every client-side action — login, login-failed, magic-link redemption, document download, approval submission, comment post, profile update, reminder sent — writes a ClientActivities row with OccurredAt, FromIP, and UserAgent. The Client Activity Audit view + the Approvals Decision Audit report give Portal Manager, Account Manager, and Admin an auditable ledger that answers "what did this client see, when, and from where" for any external data-subject request. Client activity logs remain internal; client users cannot read them.
Approvals and exception handling
1 approval required in this process
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Request and decide
Client User — Approver signs · reconcile the callback waits
ApprovalRequests, ApprovalDecisions - A GET request or link preview must never approve work.
- Reject expiredCancelled, reassigned or stale-revision decisions.
- Keep failed and unknown callbacks pending reconciliation under the original idempotency key.
When the process needs attention
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reject
Request and decide
The named ClientUser opens a confirmation page, verifies their session and explicitly picks Approved / Rejected / RequestedChanges, optionally adds Comments and a captured signature blob, and on a confirmed submission against the current request an ApprovalDecisions row writes (Sequence, Decision, Comments, SignatureBlob if captured, FromIP, UserAgent, SignedAt).
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reject
Reconcile the callback
When the pending request is approved or rejected, the system reads SourceTable + SourceRecord, resolves the appropriate integration endpoint (Project Management Tasks for Deliverable / Milestone types, Project Billing Invoices for Invoice type, an org-defined ChangeOrders endpoint for ChangeOrder), and posts the decision back to the source — typically setting a ClientApprovalStatus enum and a ClientApprovalAt date on the source record.
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reject
Preserve the evidence
Every client-side action — login, login-failed, magic-link redemption, document download, approval submission, comment post, profile update, reminder sent — writes a ClientActivities row with OccurredAt, FromIP, and UserAgent.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Request and decide | ApprovalRequestsApprovalDecisions | Record a decision on the exact request revision |
| 2 Reconcile the callback | ApprovalDecisions | Track source acknowledgment separately from local consent |
| 3 Preserve the evidence | ClientActivitiesApprovalDecisions | Retain the authorized decision trail |
Process reports
All reportsApproval Cycle Time
Per ApprovalRequest type (Deliverable, ChangeOrder, Invoice, Milestone): mean and p90 hours from RequestedAt to DecidedAt, broken down by PortalProject and RequestedFromClient. Surfaces slow approvers and slow approval categories.
Branded Email Send Volume
Per EmailTemplate per PortalSite per week: sends, opens (via DigestOpen MagicLinks redemption), bounces (via integration callback). Surfaces template fatigue and deliverability issues.
Document Acknowledgment Rate
Per RequiresAcknowledgment DocumentShare in the trailing 90 days: recipients, downloaded count, acknowledged count, percent acknowledged. Surfaces shares not landing with the right audience.
Comment Thread Activity
Per PortalProject in the trailing 30 days: open threads, replies, ClientUser participants, internal participants, mean time-to-first-reply. Surfaces stalled threads and disengaged projects.
Run by an agent
Agent support
Proto cannot impersonate a client, decide a request on their behalf, disclose private source files or claim a callback succeeded without its receipt. Branding does not establish identity, authorization or regulatory certification.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› approval request to source update · request and decide on ApprovalRequests, ApprovalDecisions
⏸ approval · waiting for the client user — approver
# 2 more stages after approval: reconcile the callback, preserve the evidence
Other processes
3 morePortal setup to client access
Give clients a branded entry point and the specific project access their work requires.
3 stages · 1 approval
Document publishing to acknowledgment
Make a protected project document available to the intended client audience and record explicit acknowledgment.
3 stages · 0 approvals
Project update to client follow-up
Keep project communications relevant and follow up using permitted engagement evidence.
4 stages · 0 approvals