Set Up Approval Workflows

Project administrators can create custom approval workflows for:

• Contracts
• Cost and budget payment applications
• Expenses
• Change orders
• Internal budget transfers

The same steps apply when creating any type of approval workflow.

By creating custom approval workflows, project administrators and members with full control permissions can automate the routing of documents for internal review, providing consistency and transparency across projects. For example, an approval workflow for a change order might involve routing the document to the project manager, the accounting department, and the owner or supplier for approval. This automation offers several benefits:

• Reduces approval time and effort
• Prevents bottlenecks in the process
• Ensures that all necessary stakeholders are involved
• Enhances accountability and traceability
• Promotes standardized approval practices

In this article:

• Create Approval Workflows
• Edit and Modify Approval Workflows
• Direct Editing of Reviewers in Approval Workflow
• Example: Reviewer Notifications and Submission for Signature
• More Resources

Create Approval Workflows

Project administrators are the only members who have permission to create and edit approval workflows. To do so:

1. Click Module Selector , and then select the Services tab.

2. Select Cost Management in the left panel and then switch to the:

   • Budget tab to create an approval workflow for budget payment applications and internal budget transfers
   • Cost tab to create an approval workflow for contracts, cost payment applications, or expenses
   • Change Order tab to create an approval workflow for OCOs or SCOs

3. Click the relevant drop-down menu depending on the type of approval workflow that you want to create:

   • Budget Payment Application Approval Workflows
   • Internal Budget Transfers
   • Contract Approval Workflows
   • Cost Payment Application Approval Workflows
   • Expense Approval Workflows
   • OCO Approval Workflows
   • SCO Approval Workflows

4. Select Create approval workflow.

5. Use the drop-down list to select the number of approval steps and click Next.

6. Enter a name for the approval workflow.

7. Set conditions using drop-down menus to activate the workflow automatically. For example, activate when the approved value exceeds $10,000. Conditions vary by workflow type.

   Tip: You can use custom attribute types to route approval workflows, such as text, number, drop-down, and checkbox. Learn more about creating custom attributes.

   

8. Assign reviewers for each step. For each step, you can:

   • Add a step name (for example, Internal Review).

   • Set reviewer type (single or multiple). Specify if all members must review or set a minimum number.

   • Determine response due time.

   • Choose reviewers (member, role, or company). Reviewers must have Full Control or Admin permissions.

   • Decide if reviewers can edit items under review.

     Note: Workflow templates prefill the Reviewer Type field. For multistep reviews, customize as needed.

   

9. Add up to 12 steps per workflow. Click Remove step to delete one.

10. If applicable, choose to change the status upon completion to Submitted, Accepted, or Approved.

11. Click Save.

Edit and Modify Approval Workflows

As a project administrator, you can modify an approval workflow. Navigate to the desired tab and approval section as described in steps 1-3 of the previous section, and then:

1. Expand the desired approval workflow drop-down list.

2. Select the More menu and choose one of the following:

   • Configure: Edit the workflow.
   • Duplicate: Copy and edit the workflow. Tip: Useful for creating similar workflows. Rename and adjust settings as needed.
   • Deactivate: Prevent automatic activation when conditions are met.
   • Move up/Move down: Change the workflow order.
   • Delete: Permanently remove the workflow.

Direct Editing of Reviewers in Approval Workflow

To streamline the approval process and reduce the risk of bottlenecks, project administrators can directly edit reviewers within the workflow bar in the flyout.

To do that:

1. Navigate to the workflow bar in the flyout.
2. Locate the reviewer's name that you wish to change.
3. Click the pencil icon next to the reviewer's name.
4. In the Edit Reviewers dialog box, use the drop-down menu to select the new reviewers for that step.

Example: Reviewer Notifications and Submission for Signature

Approval workflow is an extra step in the budget, cost, and change order workflows. When an item satisfies the conditions of an approval workflow, a dialog box will appear, detailing the approval workflow it will be progressing through and enabling you to add a comment.

As an item progresses through each step in a workflow, the designated reviewer for that step will be alerted through email.

The reviewer can click Open in Cost Management to be directed to the item for review in the email. Then, they can select:

• Approve to allow the approval workflow to continue. The reviewed item will be submitted for the next review step when the approval workflow has multiple steps. If there is only one reviewer, it will be set as Approved.
• Revise to request revisions. The item will be sent back with the Revise and Resubmit status.
• Reject to reject the revised item. The item will be sent back with the Rejected status.

When approved, the final reviewer submits the item to the external parties for their approval and signature. The workflow bar in the details flyout panel displays the item’s status, ball-in-court, and expected due date as it moves through the workflow. Activity is captured in the item’s activity log.

More Resources

Check out our video courses on how to facilitate, control, and automate the review, distribution, and approval of project drawings, models, and other documents.