Automate document approvals with multi-level workflows using Supabase & Gmail

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 1. Form Trigger – A user submits a document via the form. 2. Supabase Integration – The document is saved in the documents table. 3. Supabase Storage – The document is saved in the bucket. 4. Workflow Levels – Fetches the correct approval level from workflowlevels. 5. Assign Approvers – Matches approvers by role from the users table. 6. Approval Record – Creates an approvals record with a unique token and expiry. 7. Email Notification – Sends an email with Approve / Reject links. 8. Audit Logs – Records every approval request in auditlogs. 8. 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 workflowlevels. - 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 actedat 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 (workflowlevels) based on levelnumber. ✅ If Next Level Exists: - Retrieve approvers by roleid. - 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 auditlogs table: - documentid - action (e.g., approvalsent, approved, rejected) - actoremail (system/approver) - details (workflow level, role info, etc.) --- 📨 Email Template Approval request email includes decision links: html <pPlease review the document:</p <p <a href="http://localhost:5678/webhook-test/doc-approval?token={{$json.token}}&decision=approved"✅ Approve</a | <a href="http://localhost:5678/webhook-test/doc-approval?token={{$json.token}}&decision=rejected"❌ Reject</a </p Happy Automating! 🚀