Create & Manage Approval Workflows

Overview

Create approval workflows to predefine the steps and reviewers that are required to review and approve tickets, files or plans.

Read more about Approvals.

Add the approval workflows to forms or to the Document section of projects to make them available when requesting approval. Read more in Manage Approval Workflows of a Project.

How to access Approval Workflows

To access workflow settings where approval workflows are managed:

1. Click Approvals
2. Click Workflow Settings

To view all global approval workflows:

1. Select All Projects in the Project drop-down

To create and edit approval workflows you must have 'All Projects' selected.

To view the approval workflows that are assigned to Documents or to forms in a project:

1. Select the project in the Project drop-down

Create an Approval Workflow

To create an approval workflow:

1. Click + Create new workflow
   
    
2. Enter a Name for the approval workflow (by which it will be selected later) e.g. Submittal
3. Optionally: Enter a Description (will be displayed under the name when selecting later)
   
4. Click + Add reviewers
5. Click on the users to add or remove them for the current step (added = ✔ / not added = +)
   
6. Enter the Duration to define how many days the reviews have for review once the step started.
   
7. Optional: Click + Add step to add additional steps and repeat 4. + 5. + 6. for each step.
   (When reviewing the next step automatically starts when the previous step got completed.)
   
8. Optional: Enter a Subject and Message which can be used or changed when requesting approval.
9. Select/clear the Allow changes to reviewers, steps, and due dates, before sending the approval request checkbox.
10. Select/clear the Additionally, notify users added to the ticket as Receivers (CC) or in custom user fields checkbox.
11. Click Save
    

Edit an Approval Workflow

Editing or deleting approval workflows does not affect completed or ongoing approvals.

To edit an approval workflow:

1. Click on the approval workflow
   
2. Make your changes
3. Click Save
   
    

Delete an Approval Workflow

1. Open the more menu of the approval workflow that you want to delete
2. Click Delete
   
3. Click Delete