Adding Approvals to Custom Workflows
Account admins can add approvals to account-wide custom workflows. On Enterprise Standard and Pinnacle accounts this permission can be disabled for some admins. Space admins with account admin rights can add approvals to space workflows.
Add approvals to your workflow if you want to:
-
Automatically create an approval in a task, folder, or project when the status is changed.
-
Predefine a change of task/project status based on approver decisions.
-
Add files to the approval upon status change.
Note
If a status change triggers an approval and you manually change the status again, the approval process will be canceled.
Please note, approvals won't be started in the case where the relevant status is applied by an automation rule or API.
-
Click your profile image 1 in the upper-left corner of your workspace.
-
Select Settings 2 from the dropdown menu.
-
Click Workflow 3 in the left panel.
-
Select the workflow to which you want to add approvals or create a new one.
-
Click the status for which you want to add an approval.
-
Click Add approval. 4
-
Next, you can:
-
Select approvers for tasks/projects in the selected status. 5 When a task/project status changes to the selected one, the approval is created automatically with the chosen approvers.
Important
Approvals in Custom Workflows are not triggered by automation rule status change. For the Approval to start, one has to select the status manually.
-
Add task creator as approver upon status change. 6
-
Set up an Approval due date for the created approval. 7 Here you can enter the number of days in which the approval process should be finished. If you need the task/project to be approved the same day the status is changed, enter 0 days into the field.
-
Select to Finish approval automatically when all approvers have given their decisions. 8
-
Set up automatic status change in case the task/project is approved or rejected. 9
-
-
You can additionally select to Add files to approval upon status change. 10 You have three options:
-
Add all files automatically. All the attached files from a task/project will be added for approval.
-
Add files from previous approval. Files from the previous approval are added to the new one, launched upon the status change.
-
Require file selection. You'll be asked to select files for approval after the status change.
-
-
Also, you can select to approve only files. This way file approval launches without starting an additional task, folder, or project approval.
-
Close the status window.
-
Click Save in the upper right-hand corner. 11
The approval process is launched automatically upon the status change, and all the approvers receive notifications in their Inbox. When the approval process is finished, the approval panel disappears, a new record is added to the approvals history and the task or project stream, and the status changes automatically (if configured). Please note, the status changes only after the approval is finished.
Note
If you start an approval upon status change and require file selection, changing the status outside of Task view will only create a draft approval. The user who initiated the approval and the assigned approver will receive an Inbox notification to add a file to the approval.