Oppy approvals: review and approve what Oppy proposes

Oppy approvals: review and approve what Oppy proposes

Oppy can change data in Organizely, not just answer questions about it. When you ask it to do something (create a purchase order, adjust stock, receive items, add a supplier, product or variant, build a work order, draft an SOP, set alerts, transfers, tasks and more), Oppy does not act straight away. It stages the change as an approval card showing exactly what would change, and nothing is written to your Organizely data or your store until that card is approved. Approval is required for every change type unless an admin has deliberately allowed one to apply automatically (see Approval policy below).

Who can use this

  • Plan: Oppy AI is available on the Pro , Scale and Enterprise plans. It is not available on Starter: the Oppy AI section is hidden, and it redirects to Home for plans that do not include it.
  • Reading approvals: every member of your organization can open the approvals inbox and see each proposal, its risk and its status.
  • Deciding: approving, denying, requesting changes, undoing or retrying a proposal requires the Manager role tier or higher, and that is checked again when the decision is submitted. Workers see the same cards, read-only, with live status. (Roles themselves are managed under Team > Roles & Permissions , which is an admin-only page.)
  • Approval policy settings: Admin tier or higher only.

What an approval card is

An approval card is Oppy's proposal: a single change it wants to make, written out so you can read the exact before and after before it happens. Oppy supports more than 140 distinct change types, and every one of them goes through a card by default.
Each card gives you three decisions:
  • Approve : apply the change.
  • Deny : reject it, nothing is written.
  • Request changes : send Oppy a note and let it re-propose. The note is required, it is the instruction Oppy revises against, and it takes plain language (the field suggests "Use the Denver location, not Boulder."). You send it with Send to Oppy .
Cards also carry a risk signal (Low risk, Medium risk or High risk) and say when a change cannot be undone afterwards, so you can tell a routine change from a consequential one at a glance.
Applying is not instant. After you approve, the card reports that the proposal is approved and applying, then keeps checking on its own until the change actually lands and shows the result. You do not need to refresh the page.
Read the card before you approve it. Oppy drafts from what it understood of your request and from documents you attached, so details like locations, quantities and SKUs are worth checking on the card rather than after the change is applied.

Where approval cards appear

  • In the chat , inline in the conversation where you asked for the change. This works both in the full Oppy AI > Chats page and in the slide-out Oppy panel.
  • In the approvals inbox , at Oppy AI > Approvals . This is the organization-wide list of every proposal with its status. (Older links to the Activity page now open Approvals.)
  • On the record itself. A record that Oppy has proposed changes to shows a collapsible strip above its history reading "N Oppy proposals touched this document", and each row opens the proposal.
Pending approvals also feed the count on the notification bell (combined with your unread Oppy notifications) and a count beside Oppy AI in the sidebar, so you can see when something is waiting on you.

Using the approvals inbox

The inbox lists 20 rows per page, newest first, with columns for Proposal, Risk, Status, Proposed and, for managers, Decide. You can filter by status (the filter starts on "All statuses") and narrow the list to items flagged "Needs attention".
Managers can approve, deny or request changes straight from a row, or open a proposal for the full preview. Opening a proposal is also where Undo lives once a change has been applied, and Retry if applying it failed. Undo is only offered for changes Organizely can reverse on its own; changes like receiving stock, stock adjustments and anything already sent out are reversed instead by asking Oppy for the opposite change.
Managers can also tick several rows and press Approve selected (up to 20 at a time). A checkbox only appears on rows that are eligible: still pending, low risk and reversible.

Deciding on several proposals at once

When a single Oppy answer stages many changes, a rollup bar appears above that group of cards reading "N changes to review", with Approve all, Deny all and Request changes on the whole group.
Two limits are worth knowing. Batch actions only affect proposals that are still pending, so anything already decided keeps whatever you chose on its own card. And one-press approve deliberately skips the riskier or irreversible members: the bar tells you how many "need individual review", and you decide those on their own cards. Batch deciding requires the Manager tier or higher.

Multi-step chains

Some jobs need several dependent steps (for example: create the supplier, then create the purchase order, then add its line items). Oppy stages those as one connected chain block with a progress header:
  • Steps that are ready to decide show as normal approval cards.
  • Steps that are still waiting show as locked rows naming what they are waiting on.
  • Each locked step unlocks as the step it depends on completes.
Chain status is shown as In progress, Completed, Partially completed, Failed or Cancelled.
From a chain you can:
  • Let the rest run automatically , with Approve all steps . Steps then approve as they unlock, and Oppy confirms with "Running the chain. Eligible steps approve automatically." Irreversible steps still ask for a human decision, and you can press Stop at any point.
  • Cancel the whole chain , so no further steps are proposed or applied. Steps that already applied stay applied.
  • Undo everything the chain already applied , with Undo all steps . This is a two-step confirmation: the first press tells you how many applied steps would be reverted and how many still-undecided steps would be denied, and warns that anything that already went out (emails, updates sent to your store) cannot be pulled back. Only the second press runs it, in the background.
Cancelling, auto-running and undoing a chain all require the Manager tier or higher. Workers can watch the chain progress but not act on it.
An admin can turn on "Narrate chain progress in chat" so Oppy posts a short update each time a step unlocks, completes or fails. It is off by default. Cards and counts update either way.

Undo and rewind are not the same thing

Undo reverts applied changes, and it never happens silently: you always see what it will do before it runs. Rewinding a conversation is different. It removes messages from the chat, but it does not revert changes that were already applied.

Approval policy (admins)

Admins control what Oppy is allowed to propose, and what it may apply without a human press, at Oppy AI > Settings, on the "Approval policy" card. The card is not shown to anyone below the Admin tier. As the card puts it: "Every change Oppy proposes requires your approval by default. Here you can allow specific low-risk change types to apply automatically, within the built-in limits."
Auto-approve is off by default for everything.
Under Per-type controls there is one row per change type, with:
  • An Enabled switch. Turning a change type off means Oppy will refuse to propose it at all.
  • Auto-approve columns per channel the request came in on: "Auto · chat" , "Auto · email" , "Auto · text" , "Auto · sched." and "Auto · phone" . Where a change type can never auto-approve on a given channel, the cell shows a static "Never" instead of a switch. The phone column is permanently off for every change type.
The button that opens the grid doubles as a summary: it reads either "All changes require approval" or "N off · N auto-approve enabled".
Other controls on the card:
  • "Daily auto-approve cap" : a whole number from 0 to 50 (50 is the maximum) auto-approvals in any rolling 24 hours. Leaving it blank keeps the current value.
  • "Require a safety review for chat auto-approvals" : an extra check before a change that came in over chat applies automatically.
  • "Narrate chain progress in chat" : the chain updates described above.
  • "Change note (optional)" : a note explaining the policy change, recorded in the audit trail.
Voice can never auto-approve. The phone column is fixed off, labelled "Voice actions always require approval", so anything Oppy stages from a phone call has to be approved by a person in the app.

Proposals that never get decided

Proposals do not apply themselves while they sit in the inbox. A pending proposal stays pending until someone approves, denies or requests changes on it, and you can find it in Oppy AI > Approvals by filtering on status. If nobody decides within 14 days of it being proposed, it stops being actionable and shows as Expired.
Two things retract undecided proposals for you:
  • Cancelling a chain , which stops the remaining steps.
  • Rewinding a conversation , which retracts proposals that were still undecided in the rewound range (and, again, leaves already-applied changes in place).

Need help?

If a proposal looks wrong, or an approval did not apply the way you expected, contact us at  support@organizely.io  with the proposal name and the date it was proposed.