Tracking Approval History and Version Changes

In Approval Path, the system tracks changes on two different levels to ensure your processes remain stable and auditable. It is important to distinguish between:

1. Approval Versions: Changes made to an active, running approval.

2. Definition Versions: Changes made to the underlying template (approval definition).

An Approval Version increments only when the approval participants of an already-running approval change dynamically by using work item field step, or by manually reassign approvers.

This versioning ensures process transparency. Auditors can look at the Activity log and clearly see exactly why and when a decision-maker changed during an active approval.

An approval moves to Version 2, 3, etc., under specific conditions:

Work Item Field steps allow you to designate approvers based on specific Jira fields, such as the Assignee, Reporter, Ticket description. When approvers dynamically changes, approval version is created.

When the approval initiator manually updates an assigned single user or email without restarting the workflow. This feature must be enabled in Global Settings > General and allowed at the definition level. When the initiator swap an active or future approver, a new approval version is created.

You can view the version history of an active or completed approval versions:

Open the Approval Path panel inside the ticket and check the Approvals tab and the Activity tab.

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Work Item - Approval Path - Approvals

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Work Item - Approval Path - Activity

Navigate to the main Approval Path app and click the Activity tab. The table explicitly lists the Approval version alongside the Approval name, Date, Action, Step, and Originator, and so on.

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The Activity table can also be exported as a CSV file.

A approval definition version increments when an admins modifies the structure of an approval templates (definitions).

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When you first create a definition, it is saved as Version 1 in your definition. Every time you edit and save the configuration (such as adding/removing steps, changing step types, or altering positions) a new version is securely recorded.

Admins can view the current version number at the very bottom of the Definition Configuration page under the Audit section (displaying Definition ID, Version, Last modified Date, and Modified by).

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