BizCortex documentation

Approvals

Review, edit, approve or reject everything the Assistant wants to send.

Every outbound action waits in Approvals: emails, replies, meeting responses, new meetings, WhatsApp and SMS messages and changes in BizCortex. The page has two tabs: "Open" and "History". Select an approval on the left to see its details on the right.

After you approve, the action is not sent at once. A countdown ("Sending in 30 seconds") gives you time to click "Undo". Only then is it sent.

Who can use this

  • Owner
  • Admin
  • Sales
  • Accountant
  • Anyone with the Assistant approval permission

Steps

  1. 1. Open an approval

    Go to Assistant, Approvals, tab "Open". Select an entry. You see the kind, the risk, the recipients, the subject and the text.

  2. 2. Edit the text

    Change the subject, text, comment or message. Click "Save as new version". The version number goes up and a list of changes against the previous version is shown. Click "Discard changes" to throw away your edits.

  3. 3. Change recipients (carefully)

    Click "Change recipients" to edit To and Cc. The Assistant normally takes the recipients from the original email. New recipients make the approval high risk.

  4. 4. Approve

    Click "Approve" (or "Send"). For a high risk action, confirm "Send despite the high risk?" after checking recipients and content.

  5. 5. Undo during the delay

    While "Sending in N seconds" is shown, click "Undo" to withdraw the approval. The status becomes Withdrawn.

  6. 6. Reject

    Click "Reject", optionally enter a reason, and confirm. The action will not be carried out.

Fields and options

Kinds

Email, Reply, Meeting response, New meeting, WhatsApp, SMS, ERP change.

Status Open

Waiting for your decision.

Status Approved / Sending

Approved and waiting for the send delay to end. You can still undo.

Status Running

Being sent right now. It can no longer be undone.

Status Done

Sent successfully. A reference from the provider is shown.

Status Failed

Sending failed. The reason is shown under "Sending failed".

Status Unclear

"Delivery not confirmed": the Assistant checks your sent items to see if it went out. It never resends blindly.

Status Rejected, Withdrawn, Expired, Superseded

You rejected it, you undid it during the delay, it ran out of time, or a newer version replaced it.

Short code

A code such as A7 for approvals by WhatsApp or SMS, for example "Yes A7".

Version, Created, Expires, Decided

The version number, creation time, expiry time and when and how (app, WhatsApp, SMS, email, system) it was decided.

Framing hint

The text you see is the core text. The salutation, closing and signature are added when sending.

Tips

  • The pending count also appears as a badge in the top bar on every page.
  • An approval always applies to exactly the version you saw. If the draft changed, you must approve the new version.

Good to know

  • Open approvals expire after 72 hours by default. Meeting answers expire at the start of the meeting at the latest.
  • Meetings from Outlook are read only in BizCortex. Answers to invitations are prepared as approvals.

Related