# Workflow-approval record | 121 CRM > Record why an automation is safe to activate. Use this practical, editable-on-page structure with instructions, a fictional example and clear review limits. Record why an automation is safe to activate. This template provides a compact working structure, prompts for the information that matters and shows how Field & Form might complete it. It is guidance, not proof of legal, commercial or operational sufficiency. ## Workflow-approval record at a glance Fictional completed example for Field & Form, a landscaping business. ## Capabilities explained ### Triggers Starts a workflow after configured contact, event, appointment, opportunity, course or other supported activity. **How it works:** Runs an ordered sequence only after its configured trigger and conditions are met. **Why a business would use it:** Lets follow-up begin from a business event instead of waiting for someone to remember. **Limitations:** Automation follows its configuration; it cannot repair poor data, unclear rules or an unavailable external service. **Human responsibility:** A process owner must approve, test, monitor and pause or correct faulty automation. ### Actions Performs supported steps such as sending a message, updating a record, assigning work or calling a connected service. **How it works:** Runs an ordered sequence only after its configured trigger and conditions are met. **Why a business would use it:** Coordinates routine execution across the customer journey. **Limitations:** Automation follows its configuration; it cannot repair poor data, unclear rules or an unavailable external service. **Human responsibility:** A process owner must approve, test, monitor and pause or correct faulty automation. ### Conditions and branches Routes a record through different configured steps when relevant data or events differ. **How it works:** Runs an ordered sequence only after its configured trigger and conditions are met. **Why a business would use it:** Lets one process handle common variations without pretending every customer is the same. **Limitations:** Automation follows its configuration; it cannot repair poor data, unclear rules or an unavailable external service. **Human responsibility:** A process owner must approve, test, monitor and pause or correct faulty automation. ### Testing and execution logs Supports test runs and operational evidence used to diagnose why a record did or did not follow a path. **How it works:** Runs an ordered sequence only after its configured trigger and conditions are met. **Why a business would use it:** Gives a human a way to verify automation and investigate exceptions. **Limitations:** Automation follows its configuration; it cannot repair poor data, unclear rules or an unavailable external service. **Human responsibility:** A process owner must approve, test, monitor and pause or correct faulty automation. ## Complete the workflow-approval record in a short working session Bring the people who understand the source work and the people who will own the result. Complete the first version with evidence to hand, then test it rather than polishing it in isolation. ### Set a narrow scope Name the process, team, data population and decision covered by this workflow-approval record. Create another record when the owner, purpose or risk is materially different. ### Use observable wording Write facts, rules and expected results that another person can inspect. Replace words such as “quick”, “complete” or “automatic” with a time, population, event or named responsibility. ### Record uncertainty Mark missing evidence and unresolved decisions openly. Do not turn an unknown entitlement, data condition or approval into a positive answer simply to complete the sheet. ## The four parts of this workflow-approval record The prompts are deliberately small. Add a field only when it changes configuration, testing, ownership or a later decision. ### 1. Trigger and population Describe trigger and population for the exact scope being reviewed. Include the source of the information, the person responsible for keeping it current and the evidence that would show the entry is wrong or incomplete. ### 2. Action and timing Describe action and timing for the exact scope being reviewed. Include the source of the information, the person responsible for keeping it current and the evidence that would show the entry is wrong or incomplete. ### 3. Exception and stop rule Describe exception and stop rule for the exact scope being reviewed. Include the source of the information, the person responsible for keeping it current and the evidence that would show the entry is wrong or incomplete. ### 4. Approver and review date Describe approver and review date for the exact scope being reviewed. Include the source of the information, the person responsible for keeping it current and the evidence that would show the entry is wrong or incomplete. ## A completed extract for Field & Form Field & Form uses the template for one bounded CRM change. The example is intentionally modest: it shows the quality of a useful entry without suggesting a universal answer. ### Trigger and population The team wants one agreed record and owner for website enquiries received during working hours. Success means each valid enquiry has a source, owner and dated next action. ### Action and timing Amina owns the working definition; Sam covers absence. The office team can edit the record, while managers can review exceptions and results. ### Exception and stop rule The team tests five ordinary examples plus a duplicate, an opt-out, missing information and an unassigned record. Every mismatch is logged for correction. ### Approver and review date A person reviews the result after two weeks. Activation or wider use proceeds only if the sample reconciles and staff can handle exceptions without a private workaround. ## Treat the template as a decision record, not a certificate A completed worksheet helps people inspect their reasoning. It does not itself establish compliance, product availability or a successful implementation. ### Check the evidence Ask whether every important statement has an identifiable source and whether that source covers the current scope. Recheck vendor capability and account configuration separately. ### Test the handover Give the record to someone who did not write it. If they cannot explain the owner, rule, exception and next action, revise the wording before relying on it. ### Set a review trigger Review after a failed test, material process change, supplier change, new channel, altered responsibility or evidence that staff are bypassing the agreed method. ## Frequently asked questions ### Can we use this workflow-approval record without changing it? Use the structure as a starting point, but adapt the scope, fields, evidence and approvals to the real process. Delete prompts that do not affect a decision and add only those you can maintain. ### Is the workflow-approval record a legal or compliance template? No. It is an operational planning aid. Obtain appropriate professional advice where the work involves legal, regulatory, contractual, clinical or other specialist obligations. ### Does completing the workflow-approval record confirm a 121 CRM entitlement? No. Product features and account availability must be checked against the live configuration and agreed commercial scope before implementation. ### Who should approve the completed workflow-approval record? The person accountable for the affected process should review it with the people responsible for data, configuration, customer communication and exception handling. ## Related CRM pages - [/crm/guides](https://121.direct/crm/guides) - [/crm/guides/crm-implementation-checklist](https://121.direct/crm/guides/crm-implementation-checklist) - [/crm/templates/communication-consent](https://121.direct/crm/templates/communication-consent) This Markdown alternative contains public product information only. It provides no access to CRM accounts, records, credentials or payment execution.