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Approval Workflow Changes

Approval Workflow

Information on RazorpayX Approval Workflow and assigning users roles to create and approve payouts.

Approval Workflow, or the Maker-Checker, is a feature that can be used by organisations to have certain transactions go through an approval process.

You can create custom workflows for creation and approval, allowing you to have more control and scrutinise your payouts to reduce human errors.

  • There are no pre-set workflows that you need to follow.
  • You can set up the Approval Workflow rules so that a payout created by a role can be approved by up to two different roles before it is sent for processing.

Approval Workflow can be applied to all payouts created on RazorpayX, whether they are created individually from the

RazorpayX Dashboard

, using

API

or using the

Bulk Payout

feature.

Watch Out!

The Approval Workflow feature is not available in the Test mode.

Create a Workflow

To create an Approval Workflow:

  1. Log in to your

    RazorpayX Dashboard

    .
  2. Navigate to My Account & Settings → Workflow.
  3. Click Get Started. You will be prompted with a sample template that you can use for creating workflow. Click Awesome, got it to continue.
    Getting Started with Approval Workflow
  4. You can start editing the template by entering the range and number of approvers required.
    • For example, for a range from ₹ 0 to ₹ 1,000 - No approval required.
    • ₹ 1,000 & 5,000 - Approval at Step 1.
    • ₹ 5,000 & Above - Approval at Step 1 and Step 2, and so on.
  5. To add a range, click +RANGE between two ranges and to remove a range, click - along the listed range.
    Adding range
  6. You can use the +Approvers to add an approval step.
  7. Once you have clicked on +Approvers, you can add approvers in the step by selecting a desired role from the drop-down.
    Adding another layer of approvers
  8. You can add multiple roles as approvers in a step by the OR or AND conditions.
    • For example, for a range - ₹ 1,000 & 5,000
      • If Step 1 approvers are Finance OR Admin, the payout in that range will be processed or move to the next step of approval on either Finance or Admin approval.
      • If Step 1 approvers are Finance AND Admin, the payout in that range will be processed or move to the next step of approval on both Finance and Admin approval.
      Adding condition for approval
  9. Once you are done with all the changes, click Save Workflow.
  10. Confirm saving workflow and 2FA to create workflow successfully.

Handy Tips

While adding a role as an approver in the workflow, please make sure that the role has permission to view payouts. You will be able to view the permissions associated with a role in the roles and permissions tab of team management.

Edit Workflow

To edit an Approval Workflow:

  1. Log in to your

    RazorpayX Dashboard

    .
  2. Navigate to My Account & Settings → Workflow.
  3. Click on the Edit Workflow icon as shown below.
    Edit workflow
  4. If you don’t have any pending Payouts or Payout Links:
    • You will proceed directly to the workflow builder. Here you can add, edit or remove approval ranges, approvers and approval steps.
    • Once you are done with all the changes, click Save Changes.
    • An OTP is sent to your registered mobile number to confirm changes to the workflow.
  5. If you have pending Payouts or Payout Links:
    • You are notified of the pending Payouts or Payout Links.
    • If you wish to review the Pending Payouts, you can do so by clicking REVIEW.
    • You can approve or reject these Pending Payouts before saving changes to workflow.
      Review pending payouts before saving new workflow
    • You can click on Got it, Proceed to proceed to the workflow builder.
    • On the workflow builder, you can add, edit or remove approval ranges, approvers and approval steps.
    • Once you are done with the changes, click Save Changes.
    • An OTP is sent to your registered mobile number to confirm rejection of Pending Payouts or Payout Links and saving changes to the workflow.
      Reject pending payouts and confirm to save new workflow

Disable Approval Workflow for Payouts Created Using APIs

When an approval workflow is created, it by default applies to API payouts as well.

You can disable Approval Workflow only for payouts created using APIs. Payouts and payout links created using the Dashboard or mobile will still follow the Approval Workflow as defined, before they are processed.

To disable Approval Workflows for payouts created using APIs from the RazorpayX Dashboard:

  1. Log in to your

    RazorpayX Dashboard

    .
  2. Navigate to My Account & Settings → Workflow and use the toggle button to disable the Workflow on payouts created via API
Toggle button to disable approval workflow

What happens once Approval Workflow is set up?

Approvers can approve or reject payouts and payout links from the

RazorpayX Dashboard

, mobile app or RazorpayX Slack App. You can also select and approve multiple payouts at once from the Dashboard using the check box beside the payout.

Let us consider that you have set up a workflow where any payout above ₹10,001 has to be approved by the roles Finance L2 in Step 1 and Finance L3 in Step 2. Below is how the payout is created and approved:

Action by UserWhat HappensReason
Step 1: Payout is created.The payout moves to the pending state.Approval needed from Finance L2 (Step 1 Approver).
Step 2: Finance L2 approves the payout.The payout remains in the pending state.Approval needed from Finance L3 (Step 2 Approver).
Step 3: Finance L3 approves the payout.
  • The payout moves to the processing state if there’s sufficient balance.
  • The payout moves to the queued state if there’s insufficient balance.
No further action required.

No further action is required by you to process the payout. That is, it can either be processed or reversed.

Watch Out!

Any payout in pending or queued state for more than 3 months will automatically be cancelled or rejected.

Webhook Events

In addition to the

webhooks events available for payouts

, the Approval Workflow has the following events.

Event NameDescription
payout.pendingTriggered whenever a payout moves to the pending state. That is, the payout needs to be approved by a user for processing.
payout.rejectedTriggered whenever a payout moves to the rejected state. That is, the payout was rejected by a user.

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