Freigabe und Audit

This page explains how Clapilot makes AI-prepared work reviewable: which statuses appear in the mandant timeline, and what each audit entry records. It is for Kanzlei users and admins who need to see what the AI analyzed, what waits for human review, and what was completed.

Clapilot makes legal workflow control visible in the mandant timeline. The Freigabe & Audit filter shows the chain from incoming mail analysis to prepared work items and final outcomes.

Visible statuses

• Entwurf: Clapilot documented the AI analysis, intent, context, and source message.
• Prüfung: a reply draft, task/deadline, appointment, or document action is prepared and waits for human review.
• Freigegeben: reserved for workflows that explicitly record a manual approval before execution.
• Versendet/erledigt: the workflow completed, for example because a reply was sent or no critical action was needed.

What the timeline records

Each audit item keeps the user-facing title, result summary, actor, timestamp, and source mail where available. Prepared critical actions are grouped into plain-language labels such as Antwortentwurf, Aufgabe/Frist, Termin, or Dokument so Kanzlei users can understand the control point without reading internal runtime logs.

The audit view lives next to the regular mail, task, calendar, and document timeline entries on the mandant detail page. That keeps Freigabe, sources, and completed actions visible inside the same case workflow rather than hiding them in a technical backend log.

Agent-Aktionen freigeben

Before the agent does something that leaves the workspace or cannot be undone, it asks for approval. This covers four categories:

• Outbound messages: emails, letters, faxes, phone calls, and social media or X posts. Channel and Team Chat messages are not gated.
• Deletes: permanently deleting documents, tasks, calendar events, customers, and other user data.
• Purchases and orders: orders and checkouts, for example grocery orders.
• Publishing: public share links, website publishing, taking a livestream live, and YouTube uploads.

Approvals are on by default for the main agent and every specialized agent.

Approval card in the chat

In web Chat, Team Chat, and the floating chat panel, a gated action pauses and shows an approval card in the conversation. The card shows the action (for example Freigabe erforderlich: E-Mail senden), the resolved details such as recipient, subject, or document, and a status line.

• Freigeben runs exactly the stored call (same tool, same arguments) on the server and then shows the result or the error.
• Ablehnen records the decision without running anything.

The agent is told the outcome either way. A decision on the card is an API call, not a chat message. After a reload the card reads the live status again, so a decision taken elsewhere shows up correctly. In Team Chat, only the person who started the request can decide; other members see the card without buttons.

Pending approvals banner

Runs that nobody watches (automations, self-acting agents, Telegram/Slack/WhatsApp channels, email flows, and API calls) do not run gated actions on their own. The action waits as a pending approval, and you get a push or inbox notification. At the top of the chat, a compact banner shows N Aktionen warten auf Freigabe. It expands into the same approval cards. The notification link (/chat?approvals=pending) opens the banner directly. Approvals that already appear as cards in the open conversation are left out of the banner.

The iOS and macOS apps show the same approval cards in the chat and the same pending banner (a sheet on iPhone, a popover on Mac). Tapping an approval push notification on iPhone opens the chat with the pending list. Admins find the same switches in the Apple app's admin settings, next to the other ClapilotAICore runtime switches, and the automation editor offers the same pre-approval picker.

Approving by message

The card is not the only way to decide. When the agent is waiting for your approval in a WhatsApp, Telegram, Slack, Signal, or iMessage conversation, reply right there:

• Freigeben (or Approve, Approva) approves and runs the action.
• Ablehnen (or Reject, Rifiuta, nicht freigeben) rejects it.
• If several actions are waiting, Clapilot answers with a numbered list. Reply Freigeben 2, Ablehnen 1, or Alle freigeben. The numbers always refer to the last list Clapilot sent in that chat. If an action on it was decided elsewhere in the meantime, its number reports that it is no longer open; it never moves to another action. After an hour the list counts as outdated, and a numbered reply gets a fresh list.

The message must contain only the approval word (small additions like Ja, freigeben or a number are fine). Voice messages count as well once they are transcribed. A normal sentence such as "Warum muss ich das freigeben?" goes to the agent as usual. Clapilot decides the reply itself without the agent, and answers with the result, for example Freigegeben und ausgeführt: E-Mail senden: …. Actions waiting from this conversation come first. If none are waiting here, Clapilot lists your other pending approvals, for example from an automation, with numbers. Reply with the number (Freigeben 1) or Alle freigeben; neither a plain Freigeben nor Alle freigeben decides an action you have not seen in this chat.

Only direct messages from the Clapilot user linked to that chat can decide. Messages in group chats and in specialized-agent chats never approve anything. A decision made by message shows up on the card and in the pending banner, and the other way round.

If the approved action fails, the card and the reply show the plain error message, for example Für den Absender … ist kein Postfach zum Senden verbunden.

Settings

Admins manage approvals in Settings → ClapilotAICore → Runtime → Agent-Aktionen freigeben. The master switch turns approvals on or off for all agents, and the four category switches choose which categories need approval. The values are stored as app_settings.agent_action_approval_enabled and app_settings.agent_action_approval_categories and saved automatically.

Pre-approving actions for automations

When you create or edit an automation (Automationen), use Vorab freigegebene Aktionen to pick the gated actions that automation may run without asking. The list shows every action that currently needs approval, with its category. All other gated actions from that automation still wait for your approval in the chat. The selection is stored as scheduled_tasks.pre_approved_tool_names.