Approve or reject an action the Assistant prepared

Goal

Check a change the Assistant has prepared, such as an update to a booking or a drafted record, and either let it run or turn it down.

Prerequisites

• Your plan has AI operations left for this period. Every plan includes the Assistant and its actions.
• The action category is set to Ask in the Assistant's action permissions. Categories set to Off are never proposed.
• Your role is allowed to make the same change yourself. If it is not, the card cannot be approved.
• To use the Approvals tab you need access to communications.

Steps

1. Open Assistant. The tile Actions to approve at the top shows how many changes are waiting.
2. Select the tile, or select the Approvals tab, to see the waiting actions. A proposal made in a chat also appears as a card inside that conversation.
3. Read the card. For an update it shows the values before and after. For a new record or a message it shows a one-line summary.
4. Check the record, the date, the people and any amount against what you asked for. Amounts carry the currency of the document they belong to.
5. Select Approve to let the change run, or Reject to turn it down.
6. Wait for the card to change. An approved card shows Applied, a rejected one shows Rejected, and a card that could not run shows Failed with the reason after Why it failed.
7. Open the booking, enquiry or invoice the action touched and check the saved result.

Expected result

The card leaves the waiting list. If you approved, the record has changed as shown. If you rejected, nothing has changed. Either way the decision is listed in the Activity tab.

Troubleshooting

• If the page says Nothing is waiting for your approval, there is no open proposal. Ask the Assistant again, or check that the action category is not set to Off.
• If you see This record changed since it was proposed - review the updated details, someone edited the record after the proposal. Read the new details, then decide again or ask the Assistant to prepare the change again.
• If the card says The preview is incomplete, so this action cannot be approved, the Assistant is missing details. Reject it and give the Assistant the missing information.
• If Approve is greyed out and a line explains why, for example your permissions no longer allow the action or the action is switched off in Assistant settings, fix that first. Reject stays available.
• If you see Restricted item, you do not have access to the details of that record. Ask someone with access to decide.
• If you see This action was already resolved, someone else decided it first. Refresh the page.
• If you see You do not have access to this section, ask an Owner to grant you access.