Edit and reorder approval policies
As your organization's needs evolve, you update your approval policies. This page covers how to edit, reorder, and delete policies.
Only Administrators and Controllers can edit, reorder, or delete approval policies.
Edit a policy
- In the top-right corner of any page, click your avatar. The avatar overlay menu opens directly below it. Click Settings.
- The Settings page loads with the three-tier nav on the left. Scroll to the Company tier (the bottom group) and click Approval policies.
- The Approval policies list loads in the main content area on the right. Find the policy you want to edit by name in the table. Click anywhere on that policy's row. The Edit Approval Policy dialog opens in the centre of the screen, pre-filled with the policy's current settings.
- Update the name, type, mode, conditions, approval steps, or approver groups exactly as documented in Creating a Policy. Every field that was settable at create time is editable here.
- Click the purple Save button at the bottom-right of the dialog. A confirmation toast appears reading Policy updated; the dialog closes; the policy row in the table reflects your changes.
If you want to back out without saving, click Cancel at the bottom-left of the dialog or the × icon in the top-right of the dialog.
What you can change
| Field | Editable |
|---|---|
| Policy name | Yes. |
| Conditions | Yes. Add, remove, or modify. |
| Approval steps | Yes. Add, remove, reorder. |
| Approver groups | Yes. Per step. |
| Approval mode (Any / All) | Yes. Per step. |
Version tracking
Mod AI tracks policy versions. When you save changes, a new version is created. You have a history of the policy at any point in time, useful for audit.
Reorder policy priority
Policy priority decides the order policies evaluate.
- Navigate to Approval policies as described in Edit a policy above (avatar → Settings → Company → Approval policies).
- The list shows policies as numbered rows; the leftmost column is a position number (1, 2, 3…). Reorder by dragging a row to a new position — the platform supports drag-and-drop on this list. Drop the row where you want it.
- The new order saves automatically. Position 1 (top of the list) has the highest priority. Mod AI evaluates incoming documents against position 1 first, then position 2, and stops at the first match.
Changing priority can change which documents require approval and who approves them. Review the order carefully after reordering.
For example: if you move a broad "All invoices over $1,000" policy above a specific "Vendor X invoices over $5,000" policy, the broad policy now catches Vendor X invoices first. The specific one never triggers.
Impact on documents already in flight
Edits apply to new documents going forward. Documents already in an approval chain keep using the policy version that was active when their chain was created.
That means:
- Editing a policy does not restart approvals for in-progress documents.
- Approvals already given are preserved.
- New documents use the updated policy.
If existing pending documents need the updated policy, reroute them.
Delete a policy
- Navigate to Approval policies as described in Edit a policy above (avatar → Settings → Company → Approval policies).
- Find the row of the policy you want to delete. Click the row to open the policy in the editor dialog.
- Inside the editor dialog, look for a Delete policy action (typically near the bottom of the dialog, separated from the Save and Cancel buttons, or accessible via a row-level action menu on the list). Click it.
- A confirmation prompt appears asking you to confirm the deletion. Confirm to remove the policy.
The policy is removed from the list. Documents already in a chain on that policy continue normally; new documents are no longer evaluated against it.
Deleting a policy does not affect documents already in a chain on that policy. Those chains complete as normal. New documents are no longer evaluated against the deleted policy.