---
title: How to Update the Existing Approval Workflow
description: You can build and edit your company Approval Workflow for any document in Precoro. Learn more about how to set up and build a new workflow in this article. In the existing Workflows, you can edit the
---

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1. [Knowledge Base](https://help.precoro.com/?hsLang=en)
2. [Precoro Setup](https://help.precoro.com/precoro-setup?hsLang=en)
3. [Approval Workflow](https://help.precoro.com/precoro-setup?hsLang=en#approval-workflow)

# How to Update the Existing Approval Workflow

## Learn how to update an approval workflow in Precoro.

#### TABLE OF CONTENTS

- [How to Add a New Approver to the Existing Workflow](https://help.precoro.com/how-to-update-the-existing-approval-workflow#new-Approver-existing-workflow)
- [How to Edit an Existing Approver](https://help.precoro.com/how-to-update-the-existing-approval-workflow#edit-existing-Aprover)
- [How to Replace an Existing Approver](https://help.precoro.com/how-to-update-the-existing-approval-workflow#replace)
- [How to Add New Steps to the Existing Workflow](https://help.precoro.com/how-to-update-the-existing-approval-workflow#New-step-to-existing-workflow)
- [How to Edit Existing Steps](https://help.precoro.com/how-to-update-the-existing-approval-workflow#edit-existing-Steps)
- [How to Delete Approval Steps](https://help.precoro.com/how-to-update-the-existing-approval-workflow#delete-created-steps)
- [How to Use Filters When Modifying Approval Workflow](https://help.precoro.com/how-to-update-the-existing-approval-workflow#filters)
- [How to Revoke Locations for Users in Approval Workflow](https://help.precoro.com/how-to-update-the-existing-approval-workflow#Revoke-Locations)

You can build and edit your company Approval Workflow for any document in Precoro. Learn more about how to set up and build a new workflow in [this](https://help.precoro.com/how-to-design-set-up-the-approval-workflow?hsLang=en) article.

In the existing Workflows, you can edit the following:

- The Users (their roles and accesses). You can add new, delete, and edit current users.
- The Steps (Name and type of approval).

To make the updates, open the needed document Approval Workflow on the corresponding page.

**💡 Please note:** Changes to the existing Approval Workflow won't affect the already approved steps. They will apply to the newly created ones and those still pending.

In Pending documents, the already approved steps won't be affected, but those that were pending and not completed will be impacted.

 For example, you can add a new approver to the Workflow, and that new step will be added to the pending documents:

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/143079391763" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="143079391763" data-hsv-style="" data-hsv-width="688" data-hsv-height="323" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

Please note that although you can add new approvers, you cannot delete them or revoke access to the fields that are currently used in Pending documents and require approval from those users:

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/143078574336" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="143078574336" data-hsv-style="" data-hsv-width="688" data-hsv-height="323" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### How to Add a New Approver to the Existing Workflow

To add a new Approver to the existing workflow, first, make sure that the user has the needed **Approver Role** for that document and the needed access to **Locations** and **Custom** **Fields for Items/Documents**. More on working with Roles in Precoro can be found [here](https://help.precoro.com/user-roles-1?hsLang=en).

Then, click the person icon on the step and start the setting process. More information on adding the new Approver can be found [here](https://help.precoro.com/how-to-design-set-up-the-approval-workflow?hsLang=en#How2).

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/110307769480" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="110307769480" data-hsv-style="" data-hsv-width="688" data-hsv-height="385" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### How to Edit an Existing Approver

To edit an existing Approver**,** click on the **Edit** icon in the Approver window to enter the necessary changes and then press **Update** to save them. You can also track all the changes with the **Revision History** function.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/110308401415" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="110308401415" data-hsv-style="" data-hsv-width="688" data-hsv-height="385" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### How to Replace an Existing Approver

You can replace the approver assigned to a workflow step without rebuilding the approval flow.

To replace an approver:

1. Open the necessary **Approval Workflow**.
2. Find the step and approver you want to replace.
3. Click **Edit**.
4. Click the **Replace** icon next to the approver's name.
5. Select a new approver and save the changes.

[![Replace approver](https://help.precoro.com/hs-fs/hubfs/Replace%20approver.jpg?width=670&height=316&name=Replace%20approver.jpg)](https://help.precoro.com/hubfs/Replace%20approver.jpg?hsLang=en)

When you select a replacement:

- Only users with sufficient permissions appear as options.
- The new approver takes over any documents still pending with the previous approver.
- Users on vacation can be selected to replace a current approver. You’ll see their vacation start and end dates in the drop-down.
- Replacing the approver who is currently in vacation mode removes their backup approvers set up for this step. You’ll see a warning message about this before saving the changes.

### How to Add New Steps to the Existing Workflow

To add new Steps to the existing workflow, click the **Create new Step** button, enter the **Name** of the Step, and press **Yes** to save.

[![](https://help.precoro.com/hubfs/Monosnap%20screencast%202023-04-10%2012-47-03-gif.gif)](https://help.precoro.com/hubfs/Monosnap%20screencast%202023-04-10%2012-47-03-gif.gif?hsLang=en)

### How to Edit Existing Steps

**To edit the existing Steps,** press the **Edit** icon, and you will be able to enter the new **Name** and select the parallel approval type if necessary. More on the parallel and sequential approval can be read [here](https://help.precoro.com/how-to-build-a-parallel-approval-workflow?hsLang=en).

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/110312044340" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="110312044340" data-hsv-style="" data-hsv-width="688" data-hsv-height="385" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### How to Delete Approval Steps

You can also delete the created Steps**,** but only when there are no active Approvers. So, first, you would need to delete the approvers and then the step itself.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/110313136527" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="110313136527" data-hsv-style="" data-hsv-width="688" data-hsv-height="385" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### How to Use Filters When Modifying Approval Workflow

When working with complex approval workflows, utilize **Filters** to see only relevant approval steps. It will also be helpful when you are conducting an [Approval Review](https://help.precoro.com/how-to-design-set-up-the-approval-workflow?hsLang=en#approval-review).

Here's how to use the filters:

1. From the Approval Workflow page, open the workflow you want to edit.
2. Click **Show Filters** at the top of the page; then, you will see the following options:  
     - User (approver);
     - Location;
     - Custom Fields for Documents;
     - Approval Threshold (once you select the rule, the Total box to enter the amount will appear);
     - Document Initiator.
       
       You can select multiple options when filtering by Location, Document Initiator, and Custom Fields for Documents.
3. Once you have selected all necessary values, click **Filter.**

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/186256787118" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="186256787118" data-hsv-style="" data-hsv-width="688" data-hsv-height="295" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### How to Revoke Locations for Users in Approval Workflow

You can edit access to Locations for users in the Approval Workflow. When you remove the Location access on the User Management page, it automatically disappears from the Approver availability.

- - If a **Pending** document was on its last Approval Step and the responsible person was the one whose access was revoked or edited, the document will be sent for re-approval.
    - Already **Approved** documents will not be affected.
    - If you have other approvers on the current Step (where there was the approver with revoked or edited access) with the same access to the needed Location, the re-approval will not get triggered.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/127043651248" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="127043651248" data-hsv-style="" data-hsv-width="688" data-hsv-height="401" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

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