Automate Document Approvals with Multi-Level Workflows using Supabase & Gmail

Description

Multi-Level Document Approval & Audit Workflow

This workflow automates a document approval process using Supabase and Gmail.

Who it’s for
Teams that need structured multi-level document approvals.
Companies managing policies, contracts, or proposals.
Medical document need multiple lavel of review and approval.

How it works
Form Trigger – A user submits a document via the form.
Supabase Integration – The document is saved in the documents table.
Supabase Storage – The document is saved in the bucket.
Workflow Levels – Fetches the correct approval level from workflow_levels.
Assign Approvers – Matches approvers by role from the users table.
Approval Record – Creates an approvals record with a unique token and expiry.
Email Notification – Sends an email with Approve / Reject links.
Audit Logs – Records every approval request in audit_logs.
Repeat - repeat the flow till all the aproval level is comepted

How to set up
Configure your Supabase credentials.
Create tables as per data model given.
Create a storage bucket in Supabase Storage.
Connect your Gmail account.
Adjust approval expiry time (48h default).
Deploy and test via the Form Trigger.
Customization
Add multiple approval levels by chaining workflow_levels.
Replace Gmail with Slack, Teams, or another notification channel.
Adjust audit logging for compliance needs.
Update the endpoint http://localhost:5678/webhook-test/ based on instance and env (remove test if you run in prod)
Update the bucket name.

Important steps

1. Form Submit
Triggered when by submiting form
Captures form parameters:
Title (Document Title)
Description (Document Description)
file (Document need for approval)

2. Webhook Entry Point
Triggered when an approver clicks the Approve or Reject link in email.
Captures query parameters:
token (approval token)
decision (approved/rejected)

3. Approval Data Retrieval & Update
Fetch approval record from Supabase (approvals) using token.
Update approval status:
Approved → moves to next workflow level or final approval.
Rejected → document marked as rejected immediately.
Records acted_at timestamp.

4. Decision Check
IF Node* checks whether the decision is *approved* or *rejected**.
Reject Path* → Update document status to *Rejected** in documents.
Approve Path** → Continue workflow level progression.

5. Workflow Level Progression
Fetch details of the current workflow level.
Identify the next level (workflow_levels) based on level_number.

✅ If Next Level Exists:
Retrieve approvers by role_id.
Generate unique approval tokens.
Create new approval records in approvals.
Send email notifications with approval/reject links.

❌ If No Next Level (Last Level):
Update document status to Approved in documents.

6. Audit Logging
Every approval action is logged into audit_logs table:
document_id
action (e.g., approval_sent, approved, rejected)
actor_email (system/approver)
details (workflow level, role info, etc.)

📨 Email Template
Approval request email includes decision links:

Please review the document:

✅ Approve |
❌ Reject


Happy Automating! 🚀