Timeout Policies
Timeout policies define when approval tasks are reminded or automatically closed. A policy is evaluated for every approval process inside its scope.
Open Approvals, then select Timeout Policies.
Before You Configure A Policy
- The policy only affects the approval processes inside its scope, so a published process must exist first
- A task only times out when its approval node has Due in configured in the design canvas
Configure A Timeout Policy
- Create a policy and give it a name
- Choose the scope: all approval processes, or selected approval processes. Selecting opens a picker with search, a form filter, and the process status
- Set the timeout duration and its unit: minute, hour, or day
- Choose the timeout actions: send a reminder, automatically close the process, or both. The auto-close duration must be later than the reminder duration
- Optional: repeat the reminder and set the interval between reminders. This requires the reminder action
- Optional: include approval instances that are already running
- Save the policy, then enable it. A disabled policy keeps its configuration but is not applied
- Make the timeout effective on a task: open the process in the design canvas and set Due in on the approval node
- Verify the result in the execution logs of a test record; to stop the policy, disable it first and delete it only afterwards
Verify A Policy
- Start an approval with a test record and leave it waiting at the approval node
- Wait until the configured duration passes, then check Approval Records and the execution logs of the process
- Reminders arrive as inbox messages, so the member can also confirm them in the account center messages
Troubleshooting
| Symptom | What to check |
|---|---|
| The policy never fires | Whether the policy is enabled, whether its scope contains the process, and whether the approval node has Due in configured |
| Saving is rejected | The auto-close duration must be later than the reminder duration |
| Repeat reminder cannot be enabled | Enable the reminder action first; repeating requires reminders |
| The policy cannot be deleted | Disable it first |
| A running approval is not included | Enable "include running approvals" when the policy should also schedule instances that already started |
Policy List
| Column | Description |
|---|---|
| Policy name | Name of the timeout policy |
| Applied processes | All approval processes, or the selected approval processes |
| Aging plan | Reminder and auto-close durations configured by the policy |
| Status | Active or disabled |
| Updated at | Time the policy was last changed |
Row actions are Edit, Enable, Disable, and Delete. Deleting a policy cannot be undone.
Create Or Edit A Policy
| Field | Description |
|---|---|
| Policy name | Required name of the policy |
| Scope | All approval processes, or selected approval processes. Selecting processes opens a picker with search, form filter, and process status |
| Timeout | Duration and unit (minute, hour, or day) |
| Timeout actions | Send a reminder after the duration and/or automatically close the process after the duration. At least one action is required |
| Repeat reminder | Repeats the reminder and sets the interval between reminders. Available only when the reminder action is enabled |
| Include running approvals | Also schedules approval instances that are already running when the policy is enabled |
The auto-close duration must be later than the reminder duration.
Runtime Behavior
The Due in setting on an approval node takes effect together with an enabled timeout policy that covers the process. When a task reaches the configured duration, Soln sends the configured reminder and, when enabled, closes the approval automatically at the auto-close duration.
Disabling a policy keeps the policy definition but stops it from being applied; delete it only after it is disabled.