Set Up Workflow Approvers

Workflow approvers review and approve outbound messages that match OMP rules. Define sender-to-approver relationships to automate routing.

Written By Matt Sywulak

Last updated 4 months ago

Configuring Approvers

Navigate: Admin Center → Outbound Protection Settings → Workflow Approvers

Outbound Protection - INKY

Adding Approvers

  1. Click Add

  2. Choose Sender Pattern type:

  3. Enter sender pattern

  4. Select Approvers (supports multiple)

  5. Save

Importing in Bulk

Use CSV import for large lists:

  1. Click Import

  2. Upload CSV with columns: Sender Pattern, Approvers

  3. Review mappings

  4. Confirm import

Approver Precedence

When a sender matches multiple patterns, INKY uses this order:

  1. Rule-specific approvers (set in rule action settings)

  2. Email (exact match)

  3. Mail Group (M365 group membership)

  4. Domain (full domain match)

  5. Registered Domain (includes subdomains)

  6. Any (wildcard pattern)

  7. Default (fallback approvers)

  8. No Match (sender approves their own message)

Default Approvers

Set fallback approvers who receive requests when no pattern matches:

  1. Add entry with Sender Pattern: "Everyone Else" or "*"

  2. Select default approvers

  3. These approvers see ALL messages without specific matches

Critical: Default approvers can view all team messages in Workflow Portal.

Multiple Approvers

Assign multiple approvers to share responsibility:

  • All approvers receive notifications

  • Any approver can approve the message

  • First approval releases the message

Backup Triggers

For rule-level approvers, set backup notifications:

  • Triggers X hours before approval expires

  • Sends notification to default approvers

  • Prevents messages from timing out

Example: 72-hour approval window, 8-hour backup trigger = default approvers notified at 64 hours if no approval yet.

Best Practices

  • Start with defaults - Ensure someone always reviews messages

  • Use groups for departments - Finance group approves finance-related data

  • Manager hierarchies - Map direct reports to managers

  • Audit regularly - Remove approvers for departed employees