Workflow

Dynamic Approval

Dynamic Approval
 allows approvers to be added at
runtime
 based on user or group values stored in iSheet records. These dynamic approvers are added
in addition to
 the static approvers defined in an Approval Template. This approach avoids creating multiple templates and ensures the right people review each file based on the record data itself.

What You Can Do with Dynamic Approval

  • Add approvers dynamically from
    iSheet User Lookup columns
     (Site Users or Site Groups).
  • Combine
    static template approvers
     with
    record-based approvers.
  • Route approvals correctly for each document or matter without duplicating templates.
  • Maintain full audit and notification coverage.

Add a Dynamic Approver

note
To add a dynamic approver, ensure that it is enabled at the system level. Set the
Enable Dynamic Approval
 value to True in the ASP admin configuration.
This enables Dynamic Approval across all sites in the instance.
  1. Once the Dynamic Approval has been enabled at the system level, within a Site, the Site Admin will then need to enable Approvals.
    To configure, navigate to
    Files
     >
    Settings
     >
    Enable Approvals
     >
    Require approval to add files to folders
    . You can select an existing template, add a new template, or leave the current selection as is.
  2. Define the core/static approvers (for example, Legal Ops).
  3. From the iSheet tab, select the attachment column that contains the document to be sent for approval, and
    • Ensure that the Attachment column exists.
    • Add User Lookup columns for selecting dynamic approvers (e.g., Responsible Attorney, Matter Team Group).
  4. Create a workflow by:
    • Adding a trigger, for example: "iSheet record is added" or "iSheet record is updated to the Attachment Column.
    • Setting Actions, such as “Send for approval” field to set to existing columns from the dropdown and selecting the
      Approval template.
    Note:
    You can insert up to 5 User Lookup columns as dynamic approvers.
  5. Now
    Save
     to send the document for approval.
In a
group
 approval workflow, all members of the selected group can initially see the approval item. Once one user takes ownership of the item, it is automatically hidden from the other group members. If required, the item can be returned to the group queue for reassignment.

Best Practices

  • Model approver roles as User Lookup columns to reduce manual entry.
  • Use validations or required fields to prevent empty approver fields.
  • Limit dynamic approvers to the most relevant roles (max 5).
  • Define SLAs for group pick-up to avoid delays.

Availability and Limitations

What's Included
  • Enablement at the instance level through ASP Admin.
  • Availability across all sites once the feature is enabled.
  • Use within iSheet workflows that use the Send for approval action.
  • Up to five User Lookup columns can be used as dynamic approvers.
  • Full audit tracking for workflows and content.
  • Group-based approvals, including pick‑up and return behaviour.
What's Not Supported
  • System User or System Users and Groups lookup columns.
  • More than five dynamic approver columns.
  • Changing approval step logic at runtime.
  • Approval actions from iSheets that are not linked to attachments.

Frequently Asked Questions

  1. Where do I enable Dynamic Approval?
    Dynamic Approval is enabled in ASP Admin Configuration. By default, this setting is turned off.
  2. Do I need an Approval Template?
    Yes. An Approval Template is required. Dynamic approvers are added in addition to the approvers defined in the template.
  3. Which lookup columns can be used for dynamic approvers?
    Only Site Users and Site Groups user lookup columns are supported.
  4. What happens if a dynamic approver field is left empty?
    If a dynamic approver field is empty, the workflow continues without adding that approver. Built-in validation helps prevent approval gaps.
  5. What happens if a template step is removed?
    If a Site Admin deletes a step from an approval template (for example, a middle step), the remaining steps are renumbered. For example, if the second step in a three‑step template is deleted, the third step becomes the second step. However, existing workflows are not automatically updated to reflect this change. This can cause the workflow to behave unexpectedly. As a result, the system displays a warning message, and users must reconfigure the workflow to align it with the updated template steps.

This article applies to:

  • Product: HighQ
  • Subject: Workflow