Source: https://fyno.docs.pageloop.ai/documentation/core-features/templates/external-templates/sms-templates/create-approval-request-sms

# Create Approval Request

The Approval Workflow ensures that External SMS Templates are reviewed and approved before being sent for DLT registration or used in campaigns. This helps maintain compliance, avoid errors, and introduce a controlled review process across teams.

With this feature, users can:

- Request approvals from one or more reviewers.
- Define a minimum number of approvals required.
- Control DLT syncing behavior (automatic or manual after approval).
- Approve or reject requests with contextual messages.

## Enabling the Maker-Checker Flow

Before using this feature, you must enable the approval request flow for External SMS Templates by selecting the required reviewers and defining the minimum number of approvals needed.

![](/images/approval-request-enable.png)

This setup ensures that all templates go through a controlled review process before being submitted to DLT.

**Once enabled**:

- Templates must go through the approval workflow before being sent to DLT.
- Only templates in Draft status can be submitted for approval.

## How It Works

The workflow follows a clear lifecycle:

1. **Template Creation or Modification**
   - A user creates a new External SMS Template or edits an existing one.
     > [!NOTE]
     >
     > Only templates in Draft status can be edited. Once approved, templates cannot be modified.
   - At this stage, the template is still not approved and cannot be submitted to DLT.
2. **Approval Request Initiation**
   - The user selects one or more approvers and raises an approval request.
   - The template status changes to Pending Approval.
3. **Review by Approvers**

   Approvers are notified and can take one of the following actions:
   - Approve: Indicates the template meets requirements.
   - Reject: Indicates issues that must be corrected.
4. **Approval Completion Logic**
   - The system tracks the number of approvals.
   - Once the minimum required approvals are reached:
     - The request is marked as Approved.
5. **DLT Submission Handling**
   - If automatic submission is enabled:
     - The template is immediately sent to DLT upon approval.
   - If not enabled:
     - Approvers may optionally send it during approval.
     - Otherwise, the requester must manually submit it later.

## Approvers

Approvers review pending requests and independently approve or reject them. A request is approved only after the configured minimum number of approvals is reached.

> **Additional capability:** Approvers can also trigger DLT submission during their approval action (if enabled).

### Approval Message

Approval messages provide context for reviewers, approvals, and rejections, creating a clear audit trail.

**Benefits**:

- Improves clarity and collaboration.
- Creates an audit trail of decisions and reasoning.
- Reduces back-and-forth communication outside the system.

### DLT Sync Option

This option determines how and when the template is submitted to DLT.

**Enabled**

- Templates are automatically submitted once approval criteria are met.
- Best for streamlined, high-volume workflows.

**Disabled**

- Submission must be done manually:
  - Either by an approver during approval, or
  - By the requester after approval.

**Use this when**:

- Additional checks are needed post-approval.
- Teams want tighter control over submission timing.

## Creating an Approval Request

To initiate an approval request, navigate to the template and click **Send to Provider**. This opens the Request Creation window where you can configure reviewers, approval requirements, and submission settings.

![](/images/request-approval.png)

1. Select one or more approvers.
2. Ensure the minimum approval requirement is met.
3. Add an optional message.
4. (Optional) Enable **Send to Provider on Approval**.
5. Click **Request**.

**Once submitted**:

1. The template enters a **Pending Approval** state.
2. A banner indicates the approval request status.

   ![](/images/banner-for-request-approval.png)

### Approve a Request

1. Open the template with a pending request.
2. Click **Approve**.
3. Add an optional message.
4. (Optional) Enable **Send to Provider on Approval**.
5. Click **Approve** or **Approve and Send**.

**Result**:

- Your approval is recorded.
- If the approval threshold is reached, the request is completed and the template proceeds according to the configured DLT submission settings.

### Reject a Request

1. Open the template with a pending request.
2. Click **Reject**.
3. Add a reason for rejection (mandatory).
4. Click **Reject**.

**Result**:

- The request is marked as **Rejected**.
- The template must be updated and resubmitted for approval.

### Cancel an Approval Request

1. The requester can cancel the approval request before completion.
2. This removes the request and allows further edits.

## Use Cases

| **Use Case**                                | **Description**                                                                                                                   |
| ------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------- |
| **Compliance Review Before DLT Submission** | Ensure all SMS templates meet regulatory and formatting guidelines before they are submitted to DLT.                              |
| **Cross-Team Collaboration**                | Enable marketing teams to create templates while legal or compliance teams review and approve them.                               |
| **Error Prevention**                        | Prevent incorrect or unverified SMS content from being submitted by enforcing a structured approval workflow.                     |
| **Flexible Submission Control**             | Support automatic submission, approver-driven submission, or manual submission by the requester based on business requirements.   |
| **Automated Workflow with DLT Sync**        | Reduce manual effort by automatically submitting approved templates to DLT after all approvals are completed.                     |
| **Audit and Accountability**                | Maintain a record of who approved or rejected each template, along with review comments, to ensure transparency and traceability. |