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Configuring Resource Editability During Approvals

Control whether documents can be modified during specific stages of your approval process using the resource editability setting. This guide explains how to configure this option within Zudello's Automation Sentences.

Best practices​

  • Disable editing during final approval stages to maintain data integrity before ERP integration.
  • Allow editing during initial review or departmental approval stages if minor corrections are expected.
  • Clearly communicate to users when they can and cannot edit documents during the approval process.
  • Ensure users with edit permissions understand the implications of modifying an in-flight approval document.

Understanding Resource Editability​

By default, when a document enters an approval status (status type APPROVE), it becomes non-editable for most users to prevent changes after submission. However, certain approval stages might require users (typically the approvers themselves or specific admin groups) to make minor corrections or add information.

The resource_editable setting, configured at the Approval Milestone level within a Sentence, allows you to override the default non-editable behaviour for specific stages of your workflow.

  • resource_editable = FALSE (Default): The document cannot be edited by users while this milestone is active. The Save or Update button will be disabled.
  • resource_editable = TRUE: Users with the necessary underlying permissions (e.g., PURCHASING:INVOICE#UPDATE) can edit and save the document while this milestone is active.

Important: Even if resource_editable is set to TRUE, users still need the appropriate #UPDATE permission for the specific module/submodule to actually make changes. This setting only removes the status-based restriction.

Configuring in Sentences​

Resource editability is set for each Approval Milestone defined in your Sentence actions.

  1. Navigate to Automations: Go to Settings > Automations.
  2. Create or Edit Sentence: Start a new Sentence or edit an existing one that includes "Get Approval" actions.
  3. Locate "Get Approval" Action: Find the "Get Approval" action that defines the start of the milestone you want to configure (this is usually the first "Get Approval" action in a sequence for that milestone).
  4. Configure Editability:
    • Find the Resource Editable toggle (or similar setting) within the action's configuration options.
    • Turn ON the toggle to allow editing during this milestone.
    • Leave OFF (or turn off) the toggle to prevent editing during this milestone (default behaviour).
      • Note: The exact UI element might vary slightly.
  5. Configure Subsequent Milestones: Repeat step 4 for the first "Get Approval" action of any other milestones in your Sentence if you need different editability settings for different stages.
  6. Save Sentence.

User Experience​

  • If a user opens a document in an approval status where the active milestone has resource_editable set to FALSE, the document fields will be read-only, and the Save/Update button will be disabled.
  • If the active milestone has resource_editable set to TRUE, users with the appropriate #UPDATE permission will be able to modify fields and click Update to save changes. Users without the #UPDATE permission will still see the fields as read-only.

Need help?​

Contact your organisation administrator or Zudello support for assistance with configuring resource editability within your approval workflows.