Product approvals

Review approval tasks opened for products; approve or reject them individually or in bulk.

Product approvals screen is the approval queue listing approval tasks opened for products. When a missing document or field is detected for a product, or the product is only waiting for manager approval, an approval task is opened. An authorized user reviews the task, opens and checks the product if necessary, and closes the task with Approve or Reject. Your decision is recorded in the task's audit history and reported back to the approval workflow that opened the task.

Accessing the screen

  • Follow the path PIM & Catalog › Operations › Product approvals in the left menu.
  • Click the product name in the list to go to the task detail.

If you do not see it in the menu, your account does not have permission for this screen. Viewing tasks and making decisions are separate permissions: if you lack decision permission, the approve and reject buttons are not visible, and you can only review tasks.

Screen sections

  1. Header: Product approvals with the description "Product approval tasks opened due to missing document or field." below.
  2. Warning stripe: reminds to verify with the team whether the records are used in production. If you are unsure whether this workflow is used in your setup, consult your team before deciding.
  3. Filter card: Status field; below are Clear and Filter buttons.
  4. List card: Per page selection, "Filter result: … records" count, refresh icon, and Columns menu; below is the task table and pagination.

Filtering

Field Purpose Tip
Status Filters tasks by status: Pending, Approved, Rejected, System rejected, or All. Default is Pending. Select All to see closed tasks as well. Bulk decision is only available when filtering by Pending.

The selection is applied by pressing the Filter button or Enter key; if there are unapplied changes, Filter appears highlighted. Clear resets the filter to the default Pending status. The selected status remains in the page URL; sharing the link opens the same list.

There is no text search on the screen; to find a product's task, narrow the list by status and browse pages.

List

Column Meaning
Product Product name (or product number if no name). Below, if present, product group and branch are shown. Clicking the name opens task detail. This column cannot be hidden.
Status Task status (see the Statuses table below). If the task was reopened after a previous attempt, a yellow Recursion label appears below.
Required action The work needed to close the task (e.g., missing document or field). If no work is needed, it shows Approval only: the task is only waiting for your approval.
Created Date and time the task was opened.
  • If you have decision permission, Reject (red cross) and Approve (green check) buttons appear on the right of each row with Pending status. These buttons are not visible on closed tasks.
  • If you have decision permission and the Pending filter is applied, selection checkboxes appear at the start of rows; the checkbox in the header (Select rows on this page) selects all tasks on the visible page.
  • Default page size is 25; you can select 25, 50, or 100 from Per page.
  • Clicking column headers does not sort.
  • You can hide columns except Product from the Columns menu; your selection is saved in your browser.
  • Clicking a row does not open details; click the product name for details. The refresh icon (Retry) reloads the list.

Statuses

Status (on screen text) Meaning Next step
Pending Task is open, awaiting decision (yellow badge). Check required action, close with Approve or Reject.
Approved Task approved (green badge). No action needed; you can view decision in detail.
Rejected Task rejected (red badge). Rejection reason is shown in the Decision reason field in detail.
System rejected Task rejected by system (red badge). Review reason in task details and History tab.

Unknown status codes are shown in a gray badge as is.

Actions

Approving or rejecting a single task

  1. Click the Approve or Reject button in the task's row in the list. If you want to review the task first, click the product name and use the same buttons on the detail page.
  2. The Decide dialog opens; it shows how many tasks will be approved or rejected.
  3. Enter your explanation or rejection reason in the Reason field. This field is optional and accepts up to 2,000 characters.
  4. Click Approve or Reject. To cancel, click Cancel. While sending the decision, the button shows Saving…, the dialog cannot be closed, and the button cannot be pressed again.

Result: a "Task approved" or "Task rejected" notification appears and the list refreshes; if filtered by Pending, the task is removed from the list. If the decision cannot be sent, a "Decision could not be sent" error appears and the dialog remains open. Decisions made here cannot be undone.

If you leave the reason field empty when rejecting, a warning appears: "You did not write a rejection reason. Rejecting without a reason does not inform the product owner of the cause; you can still continue." The button changes to Reject without reason. It is recommended to write a reason so the product owner knows what to fix.

Bulk approving or rejecting multiple tasks

  1. Ensure the Status filter is set to Pending (applied filter).
  2. Check the selection boxes of the tasks you want to decide on. A bar appears above the table showing "… records selected."
  3. Click Approve selected or Reject selected in the bar.
  4. In the Decide dialog, verify the number of selected tasks, optionally enter a common Reason, and confirm the decision.

Result:

  • If all tasks are processed, a "… / … tasks processed" notification appears and the list refreshes.
  • If some tasks could not be processed, the Bulk decision result dialog opens. It shows how many tasks were processed at the top, and a table of unprocessed tasks (Task ID, Status, Reason) below. Successfully processed tasks are saved; retry failed ones individually according to the reason.

Selection resets when you change page or filter; only tasks on the visible page can be selected. Use Clear selection to clear selections.

After bulk decision, the "… records selected" bar does not close automatically; even if decided tasks are removed from the list, the selection count remains. Before a new bulk decision, click Clear selection or change the page; otherwise, tasks from the previous selection will be sent again.

Task detail page

Clicking the product name opens the task detail page.

Top of the page

  • The Consents button at top left returns to the previous page.
  • The header is the product name; below are product group and branch.
  • The task status badge is at top right. If the task is Pending and you have decision permission, Reject and Approve buttons appear next to it.
  • There are two tabs: Task and History.

Task tab

  • If the task is a reopened attempt, a warning stripe appears at the top: "Automatic check failed in previous attempt: …" followed by the failure reason. If the reason is not recorded, only Recursion is shown in the stripe.
  • Required action card: if work is needed, it shows "Required:" followed by the task; if a related field exists, it shows "(field: …)" next to it. If no work is needed, it says "No additional documents are required for this product; only approval is requested."
  • If the task is closed, the "This task is closed:" card shows the status badge, who decided, decision time, and reason if any (italic).
  • Information card:
Field Description
Rule Code of the rule that opened the task. If none, shows "—".
Created Exact date and time the task was opened.
Decided by User who made the decision. If undecided, shows "—".
Decided at Date and time the decision was made.
Decision reason Reason entered when making the decision.
Open product Button that opens the product detail page in the same tab. You can check missing fields or documents here before approving the task. If product number is missing in the task, shows "—".

History tab

Audit log of actions performed on the task. Loads when the tab is first opened.

Column Meaning
Action Type of record, with system code (e.g., Approved, Rejected).
Date Timestamp of the record.
User Identity of the user who performed the action.
Event payload Additional info related to the record (e.g., reason), in raw system format.
IP IP address from which the action was performed.

If no records exist, it says "No audit records." Opening the detail page does not add to history.

Common scenarios

  • The list says "No tasks." There are no tasks in the selected status. To see closed tasks, set Status to All and click Filter.
  • "No product approval workflow in this setup" message appears. Your setup does not have a product approval workflow; tasks will be listed here once the workflow is configured. This message appears on both list and detail pages; retrying does not change the result.
  • Approve/reject buttons or selection boxes are not visible. Your account lacks decision permission or the task is not in Pending status. Selection boxes also only appear when the Pending filter is applied.
  • Some tasks were not processed in bulk decision. Read the Reason column in the Bulk decision result dialog, refresh the list, and retry tasks still shown as Pending individually.
  • "Something went wrong" error appears. Retry with Retry; if the problem persists, send the text in the Technical detail section to your system administrator.

Related screens