How to automate approval workflows in Oneflow for faster deal closures

If you’re tired of chasing signatures and waiting days for someone to “just approve the contract,” you’re not the only one. Sales teams, HR, procurement—anyone dealing with contracts—knows that approvals are where deals get stuck. This guide is for anyone who wants to move faster in Oneflow by automating those approval steps, so you can close deals without nagging and bottlenecks. No fluff. Just the real steps, gotchas, and what actually works.

Why Automate Approval Workflows in Oneflow?

Manual approvals kill momentum. You send out a contract, and then someone forgets to approve. Or they approve by email, but you need it in the system. Or worse, they’re on vacation and didn’t set up forwarding. Automating approvals in Oneflow means:

  • No more chasing: The right people get notified automatically.
  • Fewer mistakes: No forgetting steps, no sending contracts for signature before approval.
  • Faster deals: Approvals happen in hours, not days (at least, that’s the goal).
  • Audit trail: Everything’s tracked—no more “I never saw that” excuses.

But let’s be clear: automation won’t fix broken approval logic or unclear roles. If your team fights over who approves what, fix that first. Automation just enforces the rules you set.

Step 1: Map Out Your Approval Workflow (Do This First)

Before you touch Oneflow, get your workflow on paper (or a whiteboard, or a napkin—whatever works). This step sounds boring, but it’s where most people mess up. If you automate a bad process, you just make mistakes faster.

Ask yourself:

  • Who really needs to approve each type of document?
  • Is approval needed before sending to the counterparty, after, or both?
  • Are there conditions? (e.g., “If deal > $50k, get CFO approval.”)
  • What happens if someone’s out of office?

Pro tip: Keep it simple. Fewer approval steps = faster deals. Ruthlessly cut “just in case” approvals.

Step 2: Set Up User Roles and Permissions in Oneflow

You can’t automate approvals if everyone’s an admin. Oneflow has user roles—use them. Decide:

  • Who can create contracts?
  • Who can approve?
  • Who can send for signature?

How to set it up:

  1. Go to Admin > Users in Oneflow.
  2. Assign roles (Admin, Creator, Approver, etc.).
  3. Double-check: does everyone have the minimum access they need? Don’t give everyone the keys.

What works: Tight permissions mean fewer accidental sends and better audit trails.

What to ignore: Don’t bother with elaborate permission setups until you’ve actually got a workflow to automate. Start basic.

Step 3: Create Approval Workflows in Oneflow

Now the fun part: actually telling Oneflow how approvals should work.

Option 1: Use Built-in Approval Flows

Oneflow lets you set up approval steps per template or workspace.

To add an approval step:

  1. Go to Templates or Workspaces (depending on your setup).
  2. Select the template you want to add approvals to.
  3. Find the Approval workflow or Approvals tab (names might change, but it’s there).
  4. Add an approver (or multiple). You can set:
    • Whether approval is required before sending.
    • Who the approver(s) are—by role, user, or group.
    • Conditional logic (e.g., “Only if value > $X”).
  5. Save.

What works: Built-in approvals are simple and cover most needs. You get notifications, status tracking, and can’t accidentally skip steps.

What doesn’t: Conditional logic is limited. If you want “if A, then B, otherwise C” type flows, you may hit limits.

Option 2: Advanced Logic with API or Integrations

If built-in isn’t enough, you can use Oneflow’s API or connect with tools like Zapier, Power Automate, or your CRM.

  • API: Build custom logic (e.g., trigger approvals based on contract data).
  • Zapier/Power Automate: Send approval requests via Slack, Teams, or email.
  • CRM Integration (Salesforce, HubSpot): Trigger approvals when deals reach a certain stage.

But... this takes real work. Unless you have strong reasons (and someone who can code or manage integrations), stick to built-in first.

Step 4: Test the Workflow (Don’t Skip This)

Automated doesn’t mean flawless. Before rolling out to your whole team:

  1. Create a test contract using your approval workflow.
  2. Run through every step:
    • Does the right person get notified?
    • Can the contract move forward without approval? (It shouldn’t.)
    • Are notifications clear?
    • What happens if the approver rejects? (Is it obvious what to do next?)
  3. Try edge cases: What if the approver’s OOO? What if someone tries to bypass?

Pro tip: Use a separate “Test” workspace so you don’t clog up real deals with test contracts.

Step 5: Train Your Team (In 15 Minutes or Less)

People ignore long manuals. Instead:

  • Record a quick Loom or screen share showing the workflow.
  • Make a one-page cheat sheet: “How to get a contract approved in Oneflow.”
  • Point out what’s different now (e.g., “You’ll see an approval required banner—don’t try to send before approval!”)

Get feedback fast. If people are confused, fix the workflow or your training.

Step 6: Monitor, Iterate, and Fix Bottlenecks

Set it and forget it? Not so fast. Watch how the workflow works in real life:

  • Where do contracts get stuck? (Check Oneflow’s status dashboards.)
  • Are approvals timely? (If not, talk to approvers or tweak steps.)
  • Are people bypassing the process? (If so, why?)

What works: Quick monthly check-ins—ask “What’s slowing us down?” and refine.

What doesn’t: Over-automating. If you add too many steps or make approvals too strict, you’ll just annoy everyone.

Common Pitfalls (And How to Dodge Them)

  • Too many approvers: If everyone’s responsible, no one’s responsible. Make it clear who owns each step.
  • Vague rules: “Get manager approval” isn’t enough. Name names.
  • Ignoring exceptions: Build in a way to escalate or bypass if needed—otherwise, urgent deals get stuck.
  • Overcomplicating logic: Start simple. Add complexity only after you’ve proven the basics work.

When Automation Isn’t the Answer

Some things still need a human touch. If your contracts always need custom legal review, or if every deal is totally different, automation may not help much. Use it for repeatable stuff—NDAs, SOWs, standard sales contracts.

Wrapping Up: Keep It Simple, Iterate Fast

Automating approval workflows in Oneflow is a no-brainer if you want to close deals faster and waste less time on admin. But don’t get lost in the weeds—start basic, test with real people, and tweak as you go. The best workflows are the ones people actually use, not the fanciest ones in the deck.

Remember: every approval step you remove is a deal that closes sooner. Start small, get feedback, and keep it simple. Automation should help you move faster—not slow you down with extra red tape.