Editing & Reordering Policies

As your organization's needs evolve, you may need to update your approval policies. This page covers how to edit existing policies, reorder their priorities, and understand what happens to documents already in the approval process.

Editing a Policy

To edit an existing approval policy:

1. Go to Approvals in the left sidebar, then click the Policies tab.
2. Click on the policy you want to edit.
3. Make your changes -- you can update the name, conditions, steps, or approver groups.
4. Click Save to apply the changes.

What You Can Change

Field	Editable
Policy name	Yes
Conditions	Yes -- add, remove, or modify conditions
Approval steps	Yes -- add, remove, or reorder steps
Approver groups	Yes -- change who is assigned to each step
Approval requirement (Any/All)	Yes -- change per step

Version Tracking

Mod AI tracks policy versions. When you save changes to a policy, a new version is created. This means you have a history of what the policy looked like at any point in time, which is useful for audit purposes.

Reordering Policy Priority

Policy priority determines the order in which policies are evaluated. To change the priority order:

1. Go to Approvals in the left sidebar, then click the Policies tab.
2. Drag policies up or down to change their position in the priority list.
3. The topmost policy has the highest priority (lowest number), and policies below it are evaluated in order.

warning

Changing policy priority can affect which documents require approval and who approves them. Review your policies carefully after reordering to make sure the evaluation order produces the results you expect.

For example, if you move a broad "All invoices over $1,000" policy above a more specific "Vendor X invoices over $5,000" policy, the broad policy will now catch Vendor X invoices first, and the specific policy will never trigger for those invoices.

Impact on Existing Documents

When you edit a policy, the changes apply only to new documents that enter the approval process going forward. Documents that are already in an approval chain continue to use the policy version that was active when their chain was created.

This means:

• Editing a policy does not restart approvals for documents already in progress.
• Approvals already given are preserved on in-progress documents.
• New documents submitted after the edit will use the updated policy.

If you need existing pending documents to use the updated policy, you can reroute them. See Rerouting Approvals for details.

Deleting a Policy

To delete a policy you no longer need:

1. Go to Approvals in the left sidebar, then click the Policies tab.
2. Click on the policy you want to delete.
3. Click Delete Policy and confirm the action.

Deleting a policy does not affect documents that are already in an approval chain using that policy. Those chains will complete as normal. New documents will no longer be evaluated against the deleted policy.

note

Only Admin and Manager roles can edit, reorder, or delete approval policies.

Learn More

• Creating an Approval Policy -- How to build a new policy from scratch.
• Rerouting Approvals -- Apply updated policies to documents already in the approval process.
• How Approvals Work -- The full overview of the approval system.