Every change to your lots waits for a person's approval: registering a harvest, a delivery, a processing step, a certificate, a status change. Approvals keep a second pair of eyes on what reaches the ledger, whoever asked for it: a colleague, the assistant, an automation or another system.
How an approval reads
Open Approvals. Five tabs, each with its count, sort the requests: Needs your approval (what you can decide), In progress (approved and being signed or recorded, or waiting for someone else's decision), Completed (recorded on the ledger), Didn’t go through (rejected, expired or failed, with the reason) and All. Each row starts with what happens, as one sentence, and shows its step, such as "Step 3 of 5 · Signatures":
Deliver 12.5 t of Soybeans lot SOY-2026-014 from Fazenda Boa Vista to Armazém Serra Azul
Select a row to review it. The panel shows, in this order:
- Requested by: the person, and the channel when it was not the console ("Ana · via the assistant").
- Note from the requester: why they asked.
- What it affects: the lot, quantities in the lot's unit, from and to, and any change shown as before and after.
- Before you approve: the risks, such as "Only the receiver can send the goods back". A tag sums them up: High impact, Check carefully or Routine.
- The approval steps: the rule, and the steps done and still to come.
- Technical details: kept closed. You never need them to decide.
When the assistant or another AI tool drafted it, a warning asks you to check every value against your records.
Who can approve
The rule usually says that one member with approval rights, other than the proposer, approves it in Proposals.
- Owners, admins, operators and approvers have approval rights.
- Nobody can approve what they asked for, except an owner on something they asked for in the console.
- Changes prepared by A-REX operations, and changes to your administration account, are approved by the owner only, in Proposals, signing with the owner passkey.
- What automations propose is approved by owners and admins by default. The owner can change that in Settings › Automations with Edit approvers. The person who published the automation does not approve its proposals (one exception for lot rule changes). See Proposals from automations.
Proposals from automations
An automation never approves anything: what it proposes waits in Approvals like any other request.
- Requested by the automation names it and its version, with See the run to open the run that prepared it.
- When a value was calculated, for example tonnes of CO₂e from the lot quantity and a company value, How the values were computed shows the formula with the real numbers. See Company values.
- A step set to repeat For each lot it names prepares one proposal per lot, never two for the same lot.
- The roles that approve each kind (Status changes, Attestations, Lot rule settings, Add-on records) are set in Settings › Automations.
- The member who published the automation never approves what it proposes. One exception: a change of lot rules proposed by an automation, when the publisher is the only member who may approve it. The panel then says "You published the automation that proposed this; nobody else in your company can approve it", and the decision is recorded as such in the audit log.
The approver role
Approver is a role for people who check without creating: they read everything and approve what others propose, but never create anything themselves. It suits a quality manager or a partner in the business who signs off. See Roles.
Approve or reject
- In Approvals, select the row and read the panel.
- Optionally write a Reason (optional). It is recorded in the audit log with your decision.
- Select Approve or Reject. A message says where it went, for example "Approved · now in In progress", with Show it.
- In Confirm it is you, type the 6-digit code from your authenticator app and select Verify and continue.
To decide several at once, select the rows and use Approve or Reject in the toolbar. The confirmation lists each sentence again. An approval nobody decides expires after 72 hours and shows Expired without a decision.
After approval the platform carries it out, and the last step turns to Recorded on the ledger. Some approvals wait for one more step first, such as "Waits until the receiver is allowed". See Waiting states.
Several steps approved together
Some changes need several steps that must agree, for example removing 125 kg from a lot and correcting the lot's document to the quantity really left. They can be proposed together, as one group. In Approvals the group is one row: its title, "2 steps, approved together", and each step as a sentence in the order it runs. You approve or reject the whole group at once, with one code; Approve shows only when you may approve every step. Approving several rows at once leaves groups out: open each one.
A group runs in one of two ways, shown on its row and in its panel:
- All or nothing: every step is recorded at once. If one fails, nothing changes, and the panel says "Nothing was changed: step 1 failed, so the whole group was undone."
- In order, stops on failure: the steps run one after the other. If one fails, the later steps are Cancelled and the earlier ones stay. The panel says which step failed and why. When a lot's document and its quantity no longer agree, it says so, for example "The document of lot HK-7 now says 975 kg but the removal of 125 kg failed: the ledger still holds 1,100 kg."
Steps signed by different accounts cannot be all or nothing; they are proposed in order instead.
When a group in order stopped, select Retry the steps that did not run. The failed and cancelled steps are proposed again as a new group, checked again and approved again; what already ran stays. The panel then links to the new group.
Withdraw your own request
While nobody has decided yet, the member who asked for a request can take it back. Open it in Approvals and select Withdraw (it takes the place of Reject for you), or use Withdraw on its row. Optionally write a Reason (optional): it stays with the request and the approvers see it. Confirm with the code from your authenticator app.
A withdrawn request shows Withdrawn under Didn’t go through. Nothing is recorded on the ledger, it can no longer be approved, and the members who could approve it are told. A group of steps is withdrawn as a whole. A request an agent made can be withdrawn by the member who started the agent's run; a request an automation made cannot, an approver rejects it. To do it after all, propose it again.
Low-risk auto-approval
The owner can let low-risk actions, such as registering a harvest or a delivery between your own sites, be approved automatically. The person who sends one then sees It was approved automatically and is being recorded. Actions proposed by automations or by other systems are never approved automatically.
A code on every decision
Each approval or rejection asks for a fresh code from your authenticator app, even if you signed in a minute ago. Without an authenticator app you cannot approve: set it up in Your sign-in.