A submittal's approval workflow is an ordered chain of steps. Each step has its people, its role and its own due date, and each person on it answers for themselves. Steps run one after another: step 2 starts when step 1 is done.
Add a step
- Open the submittal and find the Approval Workflow card.
- Click Add first step (or Add step once there's one).
- Choose the Role: Approver or Submitter.
- Pick a Due date for this step.
- Under Name(s), tick the people on this step. Tick required next to anyone whose response is needed before the step is done.
- Click Add step.
The message Step added to the approval workflow. appears. Steps are always added at the end of the chain, and they can't be reordered, so add them in the order you want them to run.
When a step is done
- If anyone on the step is required, the step is done once every required person has responded.
- If nobody is required, the step is done as soon as anyone on it responds.
Done steps show Complete. When the last step is done, the submittal comes back with its stamp and it's waiting on the submittal manager.
Change or remove a step
- Click Edit step to change its role, due date or people, then click Save step. People who have already responded can't be taken off: they're marked has responded, and cannot be removed.
- Click Remove step to take a step off the chain. You can only do this before anyone on it has responded. The steps after it are renumbered so the chain still reads 1, 2, 3.
Withdraw a step's responses
If a step was answered by mistake, or needs answering again, click Revert workflow on it and confirm. The responses on that step are withdrawn and the submittal goes back to waiting on that step. The History tab keeps what they said.
Good to know
- The required tick starts ticked or unticked depending on your company's or project's defaults. See Set submittal defaults.
- Everyone on a step must be in the project's directory.
- The person whose turn it is sees Your Response is Pending at the top of the card.