> For the complete documentation index, see [llms.txt](https://docs.ixhello.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.ixhello.com/ixhc/general/manual-approval-governance-for-public-sharing-and-call-text-enablement.md).

# Manual Approval Governance for Public Sharing & Call/Text Enablement

### Overview

The Manual Approval Governance feature introduces an approval-based workflow for sensitive bot actions within an organization. It enables organizations to enforce administrative review and approval before specific actions are executed, helping improve security, compliance, and governance.

When enabled, requests related to public bot sharing, public web chat access, and Call/Text activation must be reviewed and approved by an Organization Administrator before they take effect.

***

## Why This Feature Matters

Previously, users could immediately perform the following actions:

* Share a bot with the entire organization
* Enable public access to a web chat link
* Activate Call/Text capabilities

These actions were executed instantly without administrative oversight, which could increase the risk of:

* Unintentional exposure of organizational bots
* Unauthorized public access to chatbot interactions
* Activation of communication channels without proper review

With Manual Approval Governance, organizations gain greater control over these actions through a structured approval process.

***

## Supported Approval Scenarios

### 1. Share Bot with Organization

Bot owners can request to share a bot across the organization.

After approval:

* The bot becomes available to all users within the organization.
* Authorized users can access and interact with the bot based on existing permissions.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FeBEmaGZoSfUzmNPK3Yoe%2Fimage.png?alt=media&amp;token=b82df9f2-f482-4fc2-b825-f8afd4749488" alt=""><figcaption></figcaption></figure>

***

### 2. Enable Public Access to a Web Chat Link

Bot owners can request public access for a web chat link.

After approval:

* Anyone with the web chat URL can interact with the bot.
* Access is no longer restricted to organizational users.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FBeNpJ78wPeLSi0sMwA1h%2Fimage.png?alt=media&amp;token=2702495a-86ef-4a79-98c9-88874c16865f" alt="" width="563"><figcaption></figcaption></figure>

***

### 3. Enable Call/Text Capabilities

Bot owners can request activation of Call/Text functionality.

After approval:

* Call/Text capabilities are activated.
* The feature follows the standard Call/Text activation process.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FylI8nc06Uf4SZYw9RCj7%2Fimage.png?alt=media&amp;token=46cc7df1-8ff9-4bdb-b683-2da922cc0e56" alt="" width="563"><figcaption></figcaption></figure>

***

## Governance Configuration

Organizations can decide whether approval is required for specific actions.

### Available Settings

* **Mandate Manual Approval for Public Sharing**
* **Mandate Manual Approval for Call/Text Enablement**

#### Configuration Behavior

These settings are:

* Configured independently
* Disabled by default
* Applied only to new requests after activation

***

## Access Control

### Governance Configuration

**Location:**\
**Administration → Org Configuration → Governance**

#### Access Permissions

| Role            | Access      |
| --------------- | ----------- |
| Org Admin       | Full Access |
| Non-Admin Users | No Access   |

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FBanzOpISkzvwF476wNsj%2Fimage.png?alt=media&amp;token=6b3a4c4f-bbb6-4f28-802a-c8c4dc87c123" alt=""><figcaption></figcaption></figure>

***

### Governance Approval Queue

**Location:**\
**Administration → Governance**

#### Access Permissions

| Role                 | Access           |
| -------------------- | ---------------- |
| Org Admin            | Full Access      |
| Other Eligible Roles | Read-Only Access |
| Basic Role           | No Access        |
| Employee Role        | No Access        |

#### Approval Permissions

Only Org Admins can:

* Approve requests
* Reject requests

Other eligible users can:

* View approval requests

They cannot:

* Approve requests
* Reject requests

***

## Request Submission Process

When governance approval is enabled and a user initiates a controlled action:

#### Step 1: User Initiates Action

The user attempts to:

* Share a bot publicly
* Enable public web chat access
* Enable Call/Text functionality

#### Step 2: Confirmation Dialog

A confirmation message is displayed requesting user verification.

Share a bot publicly:

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FgGXzhtiCVpALNUQi6Md3%2Fimage.png?alt=media&amp;token=c47f6600-e3d7-42f4-a8ba-fe5909de7eb9" alt="" width="563"><figcaption></figcaption></figure>

Approval for Web-chat:

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FEUxZFZ71o2FGMPEEMS7N%2Fimage.png?alt=media&amp;token=36078d58-1a33-4787-afac-41d81e3ad7fe" alt="" width="563"><figcaption></figcaption></figure>

Approval for call/text functionality:

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FH0ZDxnDyNPlr1ATDSibm%2Fimage.png?alt=media&amp;token=de455924-85c3-479e-973c-3df3f36c34a5" alt=""><figcaption></figcaption></figure>

#### Step 3: Approval Request Creation

After confirmation:

* An approval request is generated.
* The request is added to the Governance Approval Queue.
* The request status is set to **Pending**.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FJsaDIRRwFApwakLQDHM9%2Fimage.png?alt=media&amp;token=04ec1091-12d1-4d3b-93e6-88a37394db9f" alt=""><figcaption></figcaption></figure>

#### Step 4: User Notification

The user receives confirmation that the request has been submitted for administrator review.

***

### When Governance Is Disabled

If approval governance is not enabled:

* No approval request is created.
* The action is executed immediately.
* Existing platform behavior remains unchanged.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FtHFU1PtqizChmDmhkCyS%2Fimage.png?alt=media&amp;token=e7b08d02-3e6c-4749-8fda-6a80fb77069a" alt=""><figcaption></figcaption></figure>

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FxOlDm6F7rBmYudOdjd3e%2Fimage.png?alt=media&amp;token=299f51a7-8e70-4872-ad65-59394fe5d3bb" alt=""><figcaption></figcaption></figure>

***

## Governance Approval Queue

The Approval Queue serves as a centralized workspace for reviewing and managing governance requests.

### Information Displayed

Each request includes:

* Bot Name
* Bot Owner
* Requested Action Type
* Date and Time Submitted
* Current Status
* Request History
* Review Request Action (for Org Admins)

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FQxiUF3hc6MyY8WwzHZOn%2Fimage.png?alt=media&amp;token=25cf48c3-24b1-4c37-9e1e-29d4f3eeca80" alt=""><figcaption></figcaption></figure>

***

## Reviewing a Request

Org Admins can open any pending request to review additional details.

### Request Details

The Review Request dialog displays:

* Bot Name
* Created By
* Generative AI-Status
* Created Date
* Last Updated Date
* API Access Status
* PII Configuration Status
* Request Reason
* Approval Comments

***

### Available Actions

Org Admins can:

* **Approve**
* **Reject**

A confirmation step is required before the selected action is finalized.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FXxE0Aw0UcRytS07gmNfs%2Fimage.png?alt=media&amp;token=143f061d-e170-4089-bd3e-e18d9d4d99b7" alt=""><figcaption></figcaption></figure>

***

## Approval Queue Features

### Approval Type Filters

Users can filter requests using the following options:

* Pending - All (Default)
* Pending - Public Sharing
* Pending - Call/Text Enablement
* All Requests

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FyurhDDHKZXo1PHrSmhQp%2Fimage.png?alt=media&amp;token=6ee33db8-4110-4354-b491-dde2afb02d07" alt=""><figcaption></figcaption></figure>

***

### Search

Search functionality allows users to quickly locate requests without manually browsing through the queue.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2Fc2j7YCP9KZY0QPdxsdr0%2Fimage.png?alt=media&amp;token=6185cea2-125b-435a-aacc-6a98565f72cd" alt=""><figcaption></figcaption></figure>

***

### Refresh

The Refresh option reloads queue data without requiring a page refresh.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FZCdZGnJhEJ9tEz8wLp8Y%2Fimage.png?alt=media&amp;token=0ed2b22d-dca9-473c-80eb-ead2f4b9b5b1" alt=""><figcaption></figcaption></figure>

***

### Request History

Every request includes a complete audit trail showing:

* Status changes
* User actions
* Administrative decisions
* Associated comments

This ensures transparency and accountability throughout the approval lifecycle.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FheeyLb572OjLySwEEJnZ%2Fimage.png?alt=media&amp;token=6170c9f7-588c-4806-82b7-035a3d44f84c" alt=""><figcaption></figcaption></figure>

***

## Request Statuses

### Pending

The request has been submitted and is awaiting administrator review.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FmjKYsS2vTDEBJGxshWN4%2Fimage.png?alt=media&amp;token=2419af68-c15d-4787-8709-49c7408be29a" alt=""><figcaption></figcaption></figure>

***

### Approved

The request has been approved, and the requested action has been executed.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2Fgp2NiMc6ZQDc862MRD4p%2Fimage.png?alt=media&amp;token=0c7a0c0a-e308-4a29-af98-f294cb354d7a" alt=""><figcaption></figcaption></figure>

***

### Rejected

The request has been denied and no action is performed.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2Fem8dQhUBUCiDfchiB1YC%2Fimage.png?alt=media&amp;token=eb0ddeab-c52d-46d3-b767-7cfdc7b014a5" alt=""><figcaption></figcaption></figure>

***

### Cancelled

The request has been withdrawn or automatically cancelled by the system under specific conditions.

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2FrHuRhpT1eCZetm51p6kE%2Fimage.png?alt=media&amp;token=c0a9631a-8a51-4771-975e-f1264b9ab099" alt=""><figcaption></figcaption></figure>

***

## Important Business Rules

### Audit Tracking

When a request is approved or rejected:

* Administrator comments are stored.
* The approving or rejecting administrator is recorded.
* Complete audit history is maintained.

***

### Duplicate Request Protection

The platform prevents duplicate approval decisions and safely handles concurrent review actions.

***

### Automatic Approval Scenario

If a Call/Text Enablement request is pending and the organization later disables the approval requirement for Call/Text governance:

* The pending request is automatically approved.
* System-generated remarks are recorded in the audit history.

***

## Multilingual Support

All governance-related screens support multilingual localization, including:

* Governance Configuration
* Governance Approval Queue
* Table Headers
* Filters
* Buttons
* Labels
* Dialogs
* Confirmation Messages
* Review Request Details

This provides a consistent user experience across all supported languages.

Example: Spanish Language

<figure><img src="https://1107164708-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M8XHvUsfyTUFLvToHqD%2Fuploads%2F1ElsRsw4SQ59INlwp9Ir%2Fimage.png?alt=media&amp;token=06a0e325-453e-4099-a76a-38abd563d79a" alt=""><figcaption></figcaption></figure>

***

## Business Benefits

The Manual Approval Governance feature helps organizations:

* Control sensitive bot actions before execution.
* Reduce the risk of unintended public exposure.
* Ensure appropriate review of Call/Text enablement requests.
* Strengthen organizational governance and security controls.
* Maintain complete audit trails for compliance requirements.
* Provide a centralized approval management experience.
* Improve accountability and decision tracking.
* Support global teams with multilingual capabilities.

***

## Summary

Manual Approval Governance provides organizations with enhanced control over sensitive bot actions by introducing an administrator approval workflow. By requiring review before public sharing and Call/Text activation, organizations can improve security, maintain compliance, reduce operational risk, and ensure that changes are made with the appropriate level of oversight. This centralized approval framework also delivers full auditability, transparency, and multilingual support, making it suitable for organizations with diverse governance and compliance requirements.


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://docs.ixhello.com/ixhc/general/manual-approval-governance-for-public-sharing-and-call-text-enablement.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.