Who approves the request when the usual person is away?

An approval automation can send every notification correctly while the work remains stuck. If the only approver is unavailable, another reminder does not solve the underlying decision. Define delegation before automating the messages.

Write the approval rule

Record who may approve which request, what information they must see and whether a substitute can act. A Colombian purchasing team may have different review paths for ordinary supplies and larger commitments. The actual authority should come from the business, not from the developer's interface assumptions.

Handle a changed request

Suppose an amount increases after approval. Decide whether the old approval becomes invalid and which person must review the change. Show what was approved at the time; a link to an editable request alone may not explain the history.

Use reminders carefully

A reminder needs an owner and a stopping rule. It should stop after completion, withdrawal or reassignment. If a deadline is missed, decide whether the request expires, escalates or remains pending. Avoid sending sensitive details into broad notification channels.

Test absence, rejection, withdrawal and a request edited while a substitute reviews it. The W3C notification guidance helps shape understandable status feedback, but your organization defines commercial authority. Bring the decision rules to an automation discussion before selecting a workflow tool.