Batch approvals and freeze periods#

This guide is for implementers configuring bulk approval processing and system-wide approval freezes.

Batch processing#

When programs generate large numbers of items for approval (e.g., hundreds of change requests after a data collection round), processing them one by one is impractical.

Batch configuration#

The system-wide approval config controls batch behavior:

Setting

What it means

Batch Size

Maximum records processed in one batch operation

Async Threshold

When the number of records exceeds this limit, processing runs in the background so you can continue working

Navigate to approval system configuration to set these values.

How batch approval works#

  1. Go to My Approvals > Pending Approvals

  2. Select multiple records using checkboxes

  3. Click Approve Selected or Reject Selected

  4. If the count exceeds the Async Threshold, the system processes them in the background

  5. You receive a notification when batch processing completes

Daily digest#

Configure a daily summary of pending approvals:

Setting

What it means

Send Daily Digest

Enable/disable the daily summary email

Digest Time

Time of day to send the summary

The digest lists all items pending the recipient's approval, helping approvers stay on top of their queue.

Freeze periods#

Approval freeze periods list showing scheduled freeze windows

Approval freeze periods list showing scheduled freeze windows.#

Freeze periods block all approvals system-wide during critical operational windows.

When to use freezes#

Scenario

Purpose

System migration

Prevent approvals while data is being migrated

Audit period

Freeze changes during an external audit

Payment processing

Halt approvals while a payment batch is running

Holiday shutdown

Block approvals when staff are unavailable

Setting up a freeze period#

  1. Navigate to Configuration > Freeze Periods

  2. Click New

  3. Set the Start Date and End Date

  4. Add a Reason for the freeze

  5. Save and activate

During a freeze:

  • No approvals or rejections can be processed

  • Pending items remain in queue

  • Submitters can still create new items (they queue for approval after the freeze)

  • SLA timers pause during the freeze

Warning

Freeze periods affect ALL approval workflows system-wide. Use them only when necessary.

Emergency override#

If an urgent item must be processed during a freeze:

  1. An administrator can enable Emergency Bypass on the approval definition

  2. Items marked as emergency can proceed through approval despite the freeze

  3. Emergency overrides are logged for audit purposes

Are You Stuck?#

Batch approval is slow?

Increase the Batch Size for faster processing, or lower the Async Threshold so large batches are processed in the background automatically.

Freeze period not taking effect?

Check that the freeze period is active (not in draft state) and that the date range covers the current date and time.

Can I freeze only certain approval types?

No. Freeze periods are system-wide. To selectively pause specific workflows, deactivate the individual approval definition instead.

Approvals processed during a freeze by mistake?

Check if the approval definition has Emergency Bypass enabled. If so, emergency items are exempt from the freeze.

Next steps#