User Guide: Using the Data Essentials Approval Nodes

Overview

The Approval Nodes in Data Essentials provide a way to introduce manual approval steps into your workflows. This is particularly useful for workflows involving sensitive or expensive operations, ensuring that a responsible person can verify and approve before the workflow proceeds.

The Approval Nodes consist of two components:

1. Approval Start Node: Generates an approval link that can be shared through various communication channels.
2. Approval Gate Node: Blocks the workflow until the generated approval link is used to provide approval.

How It Works

1. The Approval Start Node generates a unique approval link.
2. The approval link can be sent via email, messaging apps, or any other communication method.
3. The Approval Gate Node waits for the approval link to be used.
4. Once approved, the workflow proceeds with its subsequent actions.

Step-by-Step Instructions

1. Set Up the Approval Nodes

1. Open the workflow editor in HubSpot.
2. Locate the Approval Start and Approval Gate nodes in the Data Essentials actions menu.
3. Drag and drop the Approval Start node into your workflow at the point where approval is needed.
4. Add the Approval Gate node immediately after the Approval Start node.

2. Configure the Approval Start Node

1. Select the Approval Start node in your workflow.
2. Note the outputs available:
   • Approval Link (Text): A plain text link.
   • Approval Link (HTML): A clickable HTML link.
3. Use these outputs in an action to send the approval link:
   • Example: Send an email with the approval link using the internal email notification action.
   • Alternatively, integrate third-party messaging apps like WhatsApp or Telegram to send the link.

3. Configure the Approval Gate Node

1. Select the Approval Gate node in your workflow.
2. Link the Approval UUID from the Approval Start node to the Approval Gate node.
   • This ensures that the gate corresponds to the correct approval request.
3. Add actions after the Approval Gate node to execute when approval is confirmed.

4. Test the Workflow

1. Execute a task in the workflow.
   • The Approval Start node generates an approval link and sends it via the configured method.
   • The Approval Gate node blocks the workflow until approval is provided.
2. Use the approval link to confirm the action.
   • The workflow proceeds, and subsequent actions are executed.

Example Scenario

Workflow Setup

1. Action 1: Generate approval link using the Approval Start node.
2. Action 2: Send approval link via email.
3. Action 3: Block workflow using the Approval Gate node.
4. Action 4: Send a confirmation email upon approval.

Execution

1. Execute the workflow.
   • You receive an email with the approval link.
2. Use the link to approve the action.
   • The workflow unblocks and proceeds to the next action.
3. A confirmation email is sent, indicating the approval is complete.

Benefits of Approval Nodes

• Enhanced Control: Introduce manual checks for critical workflows.
• Flexible Communication: Share approval links via any channel (email, messaging apps, etc.).
• Secure Operations: Block workflows until explicit approval is granted.

By incorporating Approval Nodes, you can ensure that your workflows include necessary oversight for sensitive or high-cost operations.