Approval Hierarchy/Workflow

Kristin Grimpe

We have a three-stage approval process and I'm trying to find a way to automate a file approval hierarchy (called a workflow or stage in some other approval platforms). I need Person X to review files first and, once they have approved them all, Person Y is added to the approval for their round of proofing. Finally, person Z is brought in once X and Y have both approved the files. These people are not always the same assignee but are within the same group (Person Y could be one of three people in their job title, person Z is one of two in a different group). Any ideas?

Pietro Poli

Hi @Kristin Grimpe
we use workflows with different status.
On status change automatically task approval is created for the user you need.

But when you have 2 or more different users to choice the only method is to create different status for each member. Like this screenshot where you can see "In revisione (interna)" followed by a name.
Is not completely automated but it's easy to implement.

Other ideas:

The "Custom Fields + Automations" Method

Instead of creating a status for every single person (which becomes an automation nightmare), use User-type Custom Fields.

• Setup: Create 3 custom fields: Reviewer Level 1, Reviewer Level 2, and Reviewer Level 3.
• The Workflow:
  1. The task creator assigns the specific people (Person X, Y, and Z) into these 3 fields at the start.
  2. Automation 1: When the status changes to "Review Level 1," Wrike triggers a file approval assigned to the user in the Reviewer Level 1 field.
  3. Automation 2: Once Level 1 approval is Approved, the status automatically changes to "Review Level 2."
  4. Automation 3: The status change to Level 2 triggers the next file approval for the user in the Reviewer Level 2 field, and so on.

Easy but if you have too many person you have to create several automations rules

Wrike AI Agents

Otherwise AI Agents can orchestrate more complex "if-this-then-that" scenarios. You can prompt the Agent to: "Monitor the file approval status. When Person X approves, identify the available member from the [Job Title] group for Level 2 and initiate their approval round."

This is the most flexible solution if your "rules" for who needs to approve change frequently based on the file content, but I never tried yet.