Mirroring Approvals

Objective

This cookbook describes how to mirror approvals from other business systems into your AI assistant. You can use this cookbook to recreate the experience that your users have with our built-in approval mirroring experience.

This specifically ensures that your users get the full experience of our Approval Queue (i.e. ability to ask "which approvals do I still need to complete").

Architecture

At a high-level, there are going to be two plugins needed in order to build this experience.

Polling Plugin. Periodically checks for new records that need approval from the user
Notification Plugin. Sends the target user a notification, validates the status of the record on response, and pushes the update to the system of record.

sequenceDiagram
    autonumber
    actor User
    

    
    participant Poller as Polling Plugin
    

    
    participant Notifier as Notification Plugin
    participant SOR as System of Record

    %% 1) Time-based cursor polling
    rect rgb(250,245,255)
    note over User,Notifier: Approval Detection
    Poller->>SOR: GET /approvals?status=pending&cursor=last_cursor
    SOR-->>Poller: 200 OK [approvals[]]
    %% 2) Call Notification via HTTP action
    loop for approval in approvals[]
        Poller->>Notifier: POST /webhooks/{id} { approval }    
    end
    end
    
    
    rect rgb(255,250,240)
    note over Notifier,SOR: Notify & Act
    %% 3) Notification sends message and waits for user completion
    Notifier->>User: Send approval card (Approve / Deny)
    User-->>Notifier: Approve / Deny (optional reason)
    Notifier->>SOR: GET /approvals/{id}

    %% 4) Resolve
    alt Already acted or canceled
        Notifier-->>User: "This request is already resolved/canceled."
    else Still pending
        Notifier->>SOR: POST /approvals/{id}/decision { approve|deny }
        SOR-->>Notifier: 200 OK • final status
        Notifier-->>User: Confirmation + link to record
    end
    end

Polling Plugin

Trigger: Scheduled job. Runs on an interval.
Body: Compound action. Fetches notifications that are eligible for notification.

steps:
  - action:
      action_name: get_pending_approvals_from_system
      output_key: pending_approvals
      input_args:
				# Everything created in the last 10 minutes, assuming the job runs every 10 min.
        created_after_timestamp: '$TIME() - 600'
  - for:
      each: approval
      index: idx
      in: data.pending_approvals.records
      output_key: webhook_results
      steps:
        - action:
            action_name: send_webhook
            input_args:
              payload: approval

Notification Plugin

Trigger Webhook. Triggered by the polling plugin.

For this cookbook, assume the payload looks something like this:

{
  "report_id": "EXP-2025-09-15-001",
  "total_amount": 750.50,
  "currency": "USD",
  "description": "Client dinner and travel for Q3 sales meeting.",
  "submitter": {
    "email_addr": "[email protected]",
    "full_name": "Jane Doe",
    "record_id": "user_12345"
  },
  "approver": {
    "email_addr": "[email protected]",
    "full_name": "John Smith",
    "record_id": "user_67890"
  },
  "line_items": [
    {
      "item": "Client Dinner at The Grand Restaurant",
      "category": "Meals & Entertainment",
      "amount": 250.00
    },
    {
      "item": "Round-trip flight to NYC",
      "category": "Travel",
      "amount": 450.50
    },
    {
      "item": "Taxi from JFK to Hotel",
      "category": "Travel",
      "amount": 50.00
    }
  ]
}

Body: Compound action. Notifies the user and processes their response.

steps:
  # Step 1: Fetch full User objects for both submitter and approver in a single call.
  - action:
      action_name: mw.batch_get_users_by_email
      output_key: user_data
      input_args:
        user_emails:
          - data.payload.submitter_email
          - data.payload.approver_email

  # Step 2: Create the generic approval request with formatted details.
  - action:
      action_name: mw.create_generic_approval_request
      output_key: approval_request_result
      input_args:
        approvers: 'data.user_data.user_records.$FILTER(u => u.user.email_addr == data.payload.approver_email)'
        users_requested_for: 'data.user_data.user_records.$FILTER(u => u.user.email_addr == data.payload.submitter_email)'
        approval_details:
          RENDER():
            template: |
              <p><b>Expense Report from {{submitter_name}}</b></p>
              <p><b>Total:</b> ${{total_amount}} {{currency}}</p>
              <p><b>Description:</b> {{description}}</p>
              <p><b>Line Items:</b></p>
              {{{line_items_html}}}
            args:
              submitter_name: 'data.user_data.user_records.$FILTER(u => u.user.email_addr == data.payload.submitter_email)[0].user.full_name'
              total_amount: data.payload.total_amount
              currency: data.payload.currency
              description: data.payload.description
              line_items_html:
                CONCAT():
                  items:
                    - '"<ul>"'
                    - MAP():
                        items: data.payload.line_items
                        converter:
                          RENDER():
                            template: '<li><b>{{item}}</b> ({{category}}): ${{amount}}</li>'
                            args:
                              item: item.item
                              category: item.category
                              amount: item.amount
                    - '"</ul>"'
                  separator: ''
  # Step 3: Switch on the approval status to update the system of record.
  - switch:
      cases:
        - condition: 'data.approval_request_result.status == "APPROVED"'
          steps:
            - action:
                action_name: update_expense_report_in_sor
                output_key: sor_update_result
                input_args:
                  report_id: data.payload.report_id
                  status: '"approved"'
        - condition: 'data.approval_request_result.status == "DENIED"'
          steps:
            - action:
                action_name: update_expense_report_in_sor
                output_key: sor_update_result
                input_args:
                  report_id: data.payload.report_id
                  status: '"denied"'

Risks

Make sure you secure your webhooks! Unauthenticated webhooks have low rate limits, so they won't be able to process all of the events you are generating.
Stale Approvals. After you send your approval request, it can go "stale." For example, the user might log into the application and approve it there, but the approval request will still be in the assistant. Or another approver might handle the request, making the user's response irrelevant.

We recommend validating the approval is still "fresh" before taking action. However, there is currently no way to remove it from their "queue" of approvals.
Duplicate notifications. To avoid notifying the same user twice about the same approval, you should implement some sort of deduplication logic in your compound action. We recommend that you...
1. Use time-based cursors. That way you'll only fetch the approval once (e.g. by the created_on date)
2. Use worknotes & audit trails. You can leave a comment on the approval object (a purchase requisition, expense report, etc.) to log whether or not you've already reached out to the user. Then, in your notification plugin, check for that marker before creating the approval request.
Approval requests will expire after 30 days. Generally users don't act on requests that are over 30 days old. So if your approval request expires, we recommend escalating to a different owner rather than just notifying the same user again.

Updated about 2 hours ago