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Okaygate setup guide

1. Install

Install Okaygate from your CRM's app marketplace and approve the permissions. Open Okaygate from the left menu of the business account to see the decisions page. It stays empty until the first request.

2. Add an approval step to a workflow

In the workflow builder, add Request approval (search "Okaygate"). The contact waits on this step until the request is decided, then continues down one of four paths:

  • Approved: every step got the approvals it needed.
  • Rejected: an approver rejected (see "When a step is rejected" below).
  • Expired: nobody decided before the deadline.
  • Not completed: the request was cancelled, nobody could be messaged, or the account reached its plan limit. The reason output says which.

Connect at least Approved and Rejected. Leave a path empty if the contact should simply stop there.

The fields

  • Title: what is being approved, for example 25% discount for {{contact.name}}. Custom values work.
  • Details (optional): shown in the message and on the confirm page, for example the quote amount and a link to the opportunity.
  • Opportunity ID (optional): map {{opportunity.id}} to file the request under the deal as well.
  • Steps: 1 to 3. Each step has its own approvers and rule, and starts only after the step before it is approved.
  • Approvers for each step, any mix of:
    • Team members: pick users from the list.
    • Everyone with role: every admin, or every user, on the account.
    • Email addresses and Mobile numbers: typed, comma separated; custom values work.
    • Approver from a contact field: the email or phone stored on the contact, for example an account manager's email field.
    • The contact in this workflow approves: for customers approving their own quote or proof.
  • Who must approve: any one approver, all approvers, or a number of approvers (N of the people on the step).
  • Send by: email, SMS, or both. Approvers without an address or number for the chosen channel are skipped and the history says so.
  • Remind every (hours): default 24, 0 to turn off. Max reminders: default 2.
  • Expires after (hours): default 72, up to 30 days.
  • Require a comment to reject: on or off.
  • When a step is rejected: "on the first rejection" (default) or "only when approval can no longer be reached" (for example, with 2 of 3 needed, a single rejection doesn't end it).
  • Add a note to the contact: on by default. The note lists the outcome, who decided and their comments.

What approvers see

A message from your own email sender or phone number with the title, details and a link (Approve and Reject buttons in email). The link opens a short page where they choose Approve or Reject, add an optional comment and press Confirm. Nothing is recorded before Confirm, so email security scanners that open links can't approve anything. Each link works for one person and one step, and stops working once the step is decided or the request expires.

Outputs for later steps

outcome (approved, rejected, expired, cancelled, error), outcome_text, approved (yes/no), decided_by, comment, reason, decided_at, approval_name, request_id, steps_total, steps_approved, contact_id, opportunity_id.

3. Or: start an approval and react to it elsewhere

Use Start approval (same fields) when the workflow shouldn't wait. It returns request_id right away. Then build a second workflow that starts with the Approval decided trigger. Filter it by outcome (for example only approved) or by approval_name. The trigger carries the same outputs, plus contactId so you can use Find contact.

The Approval decided trigger also fires for Request approval steps, which is handy for notifying a channel about every decision.

4. The decisions page

  • Waiting on me: requests where you are an approver on the current step. Approve or reject right there.
  • Pending / Decided / All: every request on the account with its steps, approvers and history.
  • Send a reminder now re-sends the message to everyone who hasn't decided on the current step.
  • Admins can decide on behalf of the current step and cancel a request (the workflow continues on Not completed).
  • History for a contact or deal: paste a contact or opportunity ID to see every approval event for it.

5. Good to know

  • Your CRM only messages contacts, so approvers who aren't contacts yet are added as contacts tagged "approver". Exclude that tag from marketing.
  • Email and SMS are sent and billed by your CRM like any other message.
  • Plan limits: 100 requests during the free trial, 2,000 a month on a paid plan.
  • History is kept for 12 months after a request closes, then deleted. Uninstalling deletes everything.

Questions: hello@greatwork.company. We reply within one business day.