Contact Approvals let you control which new contacts become active in Re-Leased by routing them through a review process before they are saved.
This feature is available on Pro and Enterprise plans. To upgrade, contact your Account Manager.
Note: You can only have one Contact Approval workflow per company. For more on adding and editing contacts, see Contacts.
How to Set Up a Contact Approval Workflow
Navigate to Settings > Automation > Approval Workflows.
Click Create a new workflow.
Fill in the following fields:
Workflow Settings
Name — provide a clear, descriptive name.
Description — optional.
Approval type — select Contact approval.
Assign to companies — select the companies this workflow applies to.
Click Create and save.
Setting Up Workflow Steps
Click Add a step — a modal will open.
Optionally give the step a name.
Conditions
Set the rules that trigger this step:
Field — Contact Tags or Contact category.
Operator — is one of (inclusive) or is not one of (exclusive).
Value — the tag or category that triggers the step. For example, selecting Creditor will trigger the workflow whenever a new supplier is created.
Click New Condition to add additional rules to the step.
Approval
Select who approves contacts at this step — at role, team, or user level. Only users with permissions for all companies in the workflow will appear in the list.
Escalation
Set a backup approver at role, team, or user level in case the primary approver doesn't act within the reminder timeframe.
Reminders
Set the reminder interval in hours (minimum 1, maximum 167). Example with a 24-hour reminder: approval email sent at 0 hours → reminder at 24 hours → escalation at 48 hours.
When Contact Approval Workflows Are Triggered
Contact approvals are triggered when new contacts are created from:
The Contacts page.
The Process Expense Invoices flow when adding a new Creditor (Credia Plus customers only).
Note: If you are an Invoice Intelligence customer, new contacts will not trigger a contact approval workflow. If a contact doesn't match any workflow conditions, they will auto-approve.
How to Approve or Reject a Contact
Access the approval request via the notification email or navigate to Approvals.
Review the contact details.
Click Approve or Reject, adding comments if required.
Confirm your decision.
Contact Approval Permissions
By default, users who can create contacts can also approve them without going through a workflow. To restrict this:
Navigate to Settings > Maintain User Roles and select the role to edit.
Expand Contact Permissions.
Deselect Can approve contacts.
Click Save User Role.
Users with this permission removed will no longer be able to approve contacts outside the workflow. Users explicitly added as approvers within a workflow step can still approve, regardless of this permission.
For further assistance, see Getting started with Approval Workflows, Invoice Approvals, or Work Order Approvals.