Understanding the Approval Functionality in Mediatool
Our approval functionality provides flexibility in managing approvals for media plans, allowing for customization at various levels—from entire plans to specific media types or individual entries.
⚠ Admin access is required to modify the approval steps.
Why and When to Use Approval
Approvals are crucial when multiple validation steps are needed before finalizing a plan. For instance, an agency might need internal approval before presenting the plan to a client for the final okay.
We provide two methods for setting up an approval workflow:
Assigned Approvers: Assign specific teams or users to handle approvals at each level.
Conditional Approval: This setting ensures that only teams or users who meet specified conditions can be selected as approvers.
Configuring your Approval Steps
⚠️ By default, the approval process is set to Working –> Approved. Contact your Customer Success Manager to add more complex statuses.
To manage and customize your plan approval workflow, follow these steps:
Navigate to Settings: Access your organization’s Settings section.
Select "Approval flow" to enter the workflow configuration area.
Customize Workflow Steps: You can modify the names of the approval steps to better align with your organizational processes.
Enable Resolution Comments: Toggle the switch next to 'Require resolution comments' to force users to comment when approving a plan or entry.
Rule based conditional approvals
You can set up different rules for conditional approvals. To set up conditional approval based on various criteria such as plan types, fields, and tags, follow these steps:
💡Condition options
Non-Numerical Fields
= Equals: Use when the condition must precisely match your criteria.
≠ Not Equals: Use when the condition must not match your criteria.
∈ In: Choose this option to include multiple criteria in one condition, minimizing the need for separate rules.
Numerical Fields
= Equals: Use when the condition must precisely match your criteria.
≠ Not Equals: Use when the condition must not match your criteria.
> Greater Than: Use when the value needs to be greater than a specified number.
≥ Greater Than or Equal To: Use when the value needs to be greater than or equal to a specified number.
< Less Than: Use when the value needs to be less than a specified number.
≤ Less Than or Equal To: Use when the value needs to be less than or equal to a specified number.
These options allow you to tailor conditions effectively based on the type of field you are working with.
Access approval config settings: Click on the blue link labeled "Transition settings".
Access Approval Configuration: Click on the blue link labeled "Transition settings" to proceed.
Add a Condition: Click on the blue +Add in the "If" section to start creating a new condition. Define your "If" statement, like "IF Media type is…" or "IF Planned Spend is greater than...".
Set Multiple Conditions: Click on the plus sign below your "If" condition to add additional conditions.
Select Approvers: Choose the team or individual users to approve under this condition.
Save Your Rule: Click "Save and return to workflow" to finalize and implement your rule settings.
Add Multiple Rules: Click on +Add next to the "Rules" heading to create additional rules.
Direct Approvals
In situations where approval isn't required, such as when you don't need approval for a specific media type or when the value is under a certain threshold, you can use the "Approve Directly" feature. With this enabled, your plan will automatically move to the approved status upon submission.
Enable direct approvals by following these steps:
Create a New Rule, or Edit an Existing One: You can create a new rule by using the instructions above.
Select "Approve Directly": Choose the "Approve Directly" option, located in the "Then" section.
Editing and Deleting Rules
Access Approval Configuration: Click on "Transition settings" to view existing rules.
Edit Conditions: Click on the rule you’d like to adjust. Modify the conditions using the settings on the right side of the page.
Edit Rule Name: Click the pen icon in the top right corner to rename the rule.
Delete Rule: Click the remove icon in the top right corner to delete the rule.
Get Support
Have questions or need help? You can reach us directly via the messenger on Mediatool.com or the contact support button located in the top right corner of the Mediatool App.
Learn More
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