Approve or reject a suggested change
1. What a suggestion is
PetalCRM reads the email filed to your deals and suggests changes from it: a new amount, a later close date, a next step. The assistant and automations can suggest changes too. Nothing a suggestion proposes is on a record until you approve it. You see only the suggestions waiting for you.
2. Where suggestions wait
- Approvals: open To Do in the sidebar and press Approvals at the top of the page. It lists every suggestion waiting for you. The number beside Approvals says how many wait. On To Do itself, the line items are waiting for your approval has an Open Approvals button.
- The record itself: a deal, person or organization shows its suggestions beside the field they would change.
- The assistant: a change it drafts for you in the chat waits there until you approve it.
3. Decide one suggestion
Each card names its record and shows the change: the old value struck through, and the new value highlighted.
A suggested change to a pipeline's stages shows the stages one row each, in their new order. A renamed stage shows its old name struck through and its new name highlighted. A new stage is marked New. A moved stage says which position it moved from. A change to a stage's chance to close, or to when its deals go stale, is shown under its name. A stage that leaves says where its open deals go. If the current stages cannot be read, the new names still show in order, and a sentence says that renames, moves and removed stages are not shown.
A change to a saved report that you asked the assistant for shows What changes in words, every what-if it assumes, and then the report twice: as it is saved now and as it would be, both run over the deals you can see. Approve appears once both reports are shown, and saves the changed report as its next version. If someone saved the report again after the suggestion was made, the card says so and offers Show the current version instead of Approve; ask the assistant again to change the current version.
A follow-up email that PetalCRM drafted for a quiet deal shows the email itself: who it is to, its subject, and the message. Anything the deal's records do not say, such as the next step you want to propose, is a highlighted blank in square brackets. Approve stays off until you fill each blank: press Edit on Message, write it into the text, and the card offers Approve again. Approving saves the email as a draft; it sends nothing.
A long message or a long before or after value shows its first few lines with Show all under it; press it to read the rest, and Show less folds it again. Nothing is cut from what you approve.
- Approve puts the change on the record.
- Edit opens the change so you can change a value or leave a field out before approving. Approve stays where it was on the card, and approves the change as you edited it.
- Dismiss rejects it. The record does not change.
- Hide until…, on a deal's suggested next step, puts it away until a day you choose and brings it back that day. It is not a decision.
- Details shows when it was suggested, why, and any doubts about it.
When suggestions about one record give different values for the same field, such as an amount read from an email and another drafted by the assistant, they are shown together under These suggestions disagree about Amount, as Choice 1 and Choice 2, each with where it came from. Approve the one you want, then dismiss the rest.
Some suggestions, such as an automation or a change to many records, show Review instead of Approve, and are decided from the panel it opens.
After you approve, the next card moves into the same place, so you can work down the list.
4. Several changes from one email
Changes that come from the same email, or the same cause, are one card. Its approve button approves every line on it. Press Choose changes to untick lines, or Decide alone to take one line out to its own card.
A line that needs its own look is set apart as its own card under the group, with the reason: an amount at or over your workspace's limit or in another currency, a change of owner, a removal, or a field that changed since the suggestion was made.
5. Undo an approval
After each decision a bar at the foot of the screen offers undo, and says how many records it puts back. For a group, Undo this one undoes a single line. You can also undo any change later from History.
At the foot of the screen, How approvals have gone opens a table of the decisions you can see, by where they were made (on the record, in the queue or in the assistant) and whether they were approved unchanged, with edits, in part or rejected. It also counts approvals taken back soon after. It shows what had to be taken back, not whether anyone read the suggestion, so a difference between places is a reason to look and not a verdict.
6. Why this suggestion
Open Details on a card, to read the sentence from the email that the suggestion came from.
7. Let the assistant do changes like this
If you keep approving the same kind of change, a card may offer to let the assistant make changes like it without asking. Press Turn it on or No thanks. You can also press Let the assistant do changes like this on a card. What you turn on is listed under Your automatic actions in Settings, where you can turn it off.