Documents Are Automatically Approved Through HTML Email Approval

Issue

Documents routed for approval through HTML email appear to be automatically approved without the assigned approver taking any action.

For example:

• A document is submitted and routes to the correct approver.
• After approximately 30 seconds, the document is automatically approved and routes to the next approval level.
• The process may continue through multiple approval levels.
• The Microix audit trail shows that each approver approved the document through email even though the users did not actually click the approval link.

Cause

Check with the organization's IT team to determine whether they use an email security, malware scanning, URL protection, or link-inspection service.

Some email security systems automatically open or inspect links contained in incoming emails to determine whether the links are safe. When the security service accesses a Microix HTML approval link, the request may simulate the approver clicking the link and unintentionally trigger the approval.

Because the request originates from the approval link, the Microix audit trail may show that the document was approved through email.

Resolution

To prevent an email security scanner from automatically completing an approval, enable an additional confirmation requirement for HTML email approvals.

Microix provides the following options:

1. Password Requirement

The approver must enter their password before the document is approved. An automated email security scanner cannot complete the approval simply by opening the link.

2. Acknowledge Requirement

The approver must click an additional confirmation button after opening the approval link. This prevents the initial link access from immediately approving the document.

Either option adds an additional user action before the approval is completed and helps prevent automated email security systems from unintentionally approving documents.

Recommended Troubleshooting

If documents appear to be automatically approving through email:

1. Confirm in the Microix audit trail that the approvals are being recorded as email approvals.
2. Ask the customer's IT team whether an email security or malware scanning service is inspecting links in incoming email.
3. Enable either the Password Requirement or Acknowledge Requirement for HTML email approvals.
4. Submit a test document and verify that the document no longer advances through the approval workflow until the assigned approver completes the required confirmation.