> ## Documentation Index > Fetch the complete documentation index at: https://docs.consile.ai/llms.txt > Use this file to discover all available pages before exploring further. # Approvals > Decide that certain tools may not run on their own. The call waits until an administrator has approved it in the portal. Rules, waiting calls and history under Team. *[Læs siden på dansk](https://docs.consile.ai/portal/godkendelser.md)* With approvals you decide that a tool may not run on its own. When an AI assistant or an AI bot wants to use the tool, the call waits until an administrator has answered in the portal. Until then, nothing is carried out. The portal says: *Approval happens here in the portal, by an administrator. The AI assistant is told that the call is waiting, and the call runs only once it has been approved.* > [!NOTE] > > Only administrators can use Approvals: set rules, approve and refuse calls, and > see the history. All administrators see all waiting calls. If a member opens the > tab, it says *Only administrators can change the team - contact your > administrator.* You find the page under **Team** in the menu at the top of the portal. Choose **Approvals** (*Calls waiting for a yes*), or choose the **Approvals** tab on one of the Team pages. The page has three cards: **Waiting for approval**, **Rules** and **History**. ## Set a rule **1. Find the system** The **Rules** card has a section for each of your systems. Next to the system's name it says how many tools require approval, for example *3 tools require approval*. Click the system to see its tools. **2. Switch the rule on** Switch on the toggle next to the tool. The portal says *\ now requires approval.* Each tool has a tag, for example *reads* or *destructive*, and a rule shows who set it, for example *Set by \ on \*. You can set a rule on any tool, including one that only reads. With the buttons **Require approval for every writing tool** and **Require approval for every destructive tool** you set the rule on several tools in the system at once. **Remove all rules** removes all rules in the system, including those on tools that read. A rule applies to: * the whole organization: all users, administrators included, and all AI bots * all agreements in the system. An agreement is one connection to a system, for example *e-conomic (portal 2)*. The portal says: *A rule covers the whole organisation and every portal of the same system.* The tool stays in the AI assistant's list of tools. Only the call waits. A new rule takes effect within a few seconds. ## When the AI assistant uses the tool **1. The call waits** Nothing is carried out. The call lands in the **Waiting for approval** card. **2. If an administrator answers quickly, the call runs right away** If an administrator approves within a few seconds, the original call finishes in the same response, and the AI assistant gets the normal result. **3. Otherwise the AI assistant is told that the call is waiting** The AI assistant is told that the call is waiting for an administrator, that nothing has been carried out, and that it should tell you instead of retrying on its own. The message is in English and begins like this: *"This tool requires approval from an administrator of your organisation's Consile account before it runs."* **4. Run the call again once it is approved** Ask the AI assistant to run exactly the same call again. Then it is carried out. If the AI assistant tries the call again before anyone has answered, it is told that the call is still waiting. > [!TIP] > > Administrators see the number of waiting calls as a number on the > **Approvals** tab under Team. If you are waiting for an answer, tell an > administrator. ## Approve a call The **Waiting for approval** card shows, for example, *2 calls are waiting for an answer.* with the columns **Person**, **System**, **Tool**, **Asked** and **Expires**. Click **Approve** next to the call. The **Approve the call** window shows, for example, *\ wants to use \ in e-conomic.* Choose what you approve: | Choice | What it covers | | - | - | | **This call only** | The default. *The call runs once. The next call of the same tool has to be approved again.* The approval is valid for 12 hours and only for exactly the same call: same person, same values in the call and same connection. | | **Every call of this tool by this person for** **1 hour**, **4 hours** or **8 hours** | *The person may use the tool freely until the window closes. Every call is counted.* The window applies to the person and the tool on the agreement the call came from, and starts when you approve. | In the **Message to the AI assistant (optional)** field you can write up to 200 characters. On an approval, the message is only stored in **History**. Click **Approve**. The portal says *The call has been approved.* or, for example, *The window is open for 4 hours.* If another administrator has already answered, or the call has expired, it says *Already decided* and *Another administrator decided this request, or it expired. The list has been loaded again.* ## Refuse a call Click **Refuse** next to the call. The **Refuse the call** window says: *The call will not run. The AI assistant is told that it was refused and that it must not retry on its own.* If you write a message in **Message to the AI assistant (optional)**, the AI assistant gets it with the refusal. Click **Refuse**. The portal says *The call has been refused.* The message to the AI assistant is in English and begins like this: *"An administrator rejected approval request …"*. If the AI assistant tries exactly the same call again, it gets the refusal again. ## Limits * **48 hours:** A call that nobody has answered expires after 48 hours. It disappears from the queue and shows in **History** as **Expired** with *Nobody answered in time*. If the AI assistant tries again afterwards, the call waits for a new approval. * **20 waiting calls per person:** If a person has 20 calls waiting for an answer, the next one is refused without anything being carried out. The AI assistant gets the message *"This user already has the maximum number of approval requests waiting for a decision."* Answer the waiting calls first. * **Same connection:** An approval only applies to the connection it was given for. If the agreement is connected again, or its company lock is changed, the call must be approved again. See [Company lock](https://docs.consile.ai/en/portal/company-lock.md). ## Administrators and AI bots * A rule also applies to administrators. Their own calls wait in the same way. * AI bots wait too. A bot is told that the call requires an approval, and that trying again does not help. On the bot's page the call shows as *Waiting for approval*. See [AI bots](https://docs.consile.ai/en/studio/ai-bots.md). * Calls through [own connectors](https://docs.consile.ai/en/studio/own-connectors.md) in Studio wait in the same way as other calls. ## History The **History** card shows *What was answered, by whom, and what the answer covered.* For each call it shows: * status: **Approved**, **Refused**, **Completed** or **Expired** * what the answer covered: *One call* or, for example, *Window, 4 hours, used 3 times* * who answered and when * the administrator's message, for example *Message: post only to the account we agreed on.* Click **Show more** to see older answers. ## What does Consile store? * Neither the values in the call nor the system's response are stored. Consile only stores a fingerprint that can recognize exactly the same call again. The call cannot be recreated from it. * For each call, Consile stores who asked for it, the system, the tool, the status, the times, who answered, how many times a window has been used, and the administrator's message. * A call is kept for 90 days after it has expired. * Rules and calls are included in your data export, and they are deleted if the account is deleted. See [Account & data](https://docs.consile.ai/en/portal/account-and-data.md). Each call also appears in the [activity log](https://docs.consile.ai/en/portal/activity.md), for example with the reason *awaiting approval*. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.