Design multi-step approval flows with the Approval Matrix, and decide exactly who can view, create, edit, approve or delete each record with the Authorization Matrix — down to the field and the row, mapped to your org hierarchy.
Deals.Stage in "Discount Requested" AND deal.owner_role is "SALES_REP"
Deals.Stage in "Discount Requested" AND deal.discount_pct > "15"
Processo separates routing from access so both stay simple to reason about. The Approval Matrix moves a record through the right people in the right order; the Authorization Matrix controls who can ever touch it — and how much of it they see.
Define the steps a record must clear before it's final. Each step names an approver — by role, by hierarchy, or by a specific user — and can run one after another, all at once, or only when a condition is met.
Map every role to what it can do per entity — View, Create, Edit, Approve, Delete — then refine down to individual fields and individual rows. Permissions inherit your user hierarchy, so managers see their team's records automatically.
Chain as many steps as you need. A workflow trigger submits the record; Processo routes it to each approver, sends the notification, records the decision, and only advances when the step is cleared.
Requester raises PO #4821 for $480,000 — over the $100k threshold.
Workflow triggerRouted to the requester's reporting manager via the hierarchy.
Approved · 2hConditional step — triggered only because the amount exceeds $100k.
Approved · 4hPO is locked, vendor is notified, and the ledger entry is created.
Status → ApprovedOne approver after another. The record advances only when the current step says yes; a rejection sends it back with a reason.
Several approvers at once. Require all to sign off, or any single approval — perfect for cross-functional reviews.
Steps that fire only when the data demands it — an amount over a threshold, a flagged region, a high-risk category.
The same record can look different to different people. Mark a field as hidden or masked for a role, and Processo enforces it everywhere — forms, tables, pages, queries and exports — never just in the UI.
Show full value, a masked value (••• 4821), or nothing at all — set per role, per field.
Fields flagged as PII or ePHI are masked by default and only exposed to roles you explicitly clear.
A role can read a field but not change it — or edit it only while the record is in a given status.
Row-level rules scope what data a user can reach. Tie access to the user hierarchy and the rest follows automatically — reps see their own deals, managers see their whole team, regional heads see their region.
| User | Scope | Rows visible |
|---|---|---|
| JordanRequester | Own only | 12 |
| MeganManager | Team (8 users) | 96 |
| RyanRegional head | West region | 340 |
| SaraFinance | All · approve | 1,204 |
| DrewAuditor | All · read-only | 1,204 |
One PO record, governed end-to-end — routing, permissions, masking and audit, all configured without code.
A Requester creates the PO. The Authorization Matrix lets them Create and View, and Edit only their own drafts — never approve.
On submit, a workflow trigger kicks off the Approval Matrix. Step 1 routes to the requester's Manager through the hierarchy.
Because the amount is over $100,000, a conditional Step 2 adds Finance sign-off. Under the threshold, this step is skipped entirely.
The vendor's bank details are flagged PII — visible to Finance, masked for everyone else, even on exports and saved queries.
Once both steps approve, the status flips to Approved, the record locks, and a WhatsApp + email notification fires to the vendor.
Every decision — who, when, what comment — is captured in the audit trail. The Auditor role can read it all but change nothing.
Approvals and authorization plug straight into the rest of Processo.
Invite people, assign roles, and build the hierarchy approvals and access map to.
Explore →Multi-tenant isolation so permissions and rows never cross between organizations.
Explore →Triggers that submit records into approval flows and act on each decision.
Explore →Entities and fields — including PII/ePHI flags — that the matrices govern.
Explore →