New Approval Workflow Templates - Updated 19 Sept 24

Based on the feedback from our users, we have updated the Basic Workflow templates to include more options for approval actions and statuses, and additional feedback loops. 

Note: These new workflows will not affect existing workflows on your projects – they will only appear in the Approval Workflows section when ‘Create Basic Workflows’ is selected.

Do I need to do anything to use the new templates?

For your existing projects, you can continue to use the existing approval workflow templates. 

The steps to Create Basic Workflows have not changed. However, when you create a new Project, the new basic workflow templates will apply.   

What improvements have been made to the approval workflow templates?

Previous approval workflows provided a basic approval process for each category of approval, as shown below:

We have now added approval-specific action steps and statuses, and included feedback loops to allow stakeholders to provide comments where suitable. This allows approval workflows to continue until a resolution is reached, without the requirement to ‘Short-Circuit’ an approval workflow. Prior to adopting these revised workflows, be sure to review the ‘Advanced Workflows’ guide in the Learning Centre to get an understanding of various configurations used below.

A quick refresh on terminology used within CivilPro:

• Addressee – person/s that an approval is addressed to, and is therefore able to assign an action to that approval request. This would typically be a Client’s Representative, Superintendent, Administrator etc.
• Requestor – person that initiates an approval workflow. This would typically be an Engineer, Project Engineer etc.

Revised workflows provide additional functionality more suited for each case where an approval is required. These are detailed below:

Witness Point Approval:

Where a Witness Point approval workflow is initiated by a Requestor, actions assignable by the Addressee include:

• Witnessed
• Witnessed with Comments (comments are required to be added)
• Not Witnessed (this is assignable by the Requestor or Addressee)
• Reject (comments are required to be added, and Witness Point appears as Red in the Approvals Register)
• NCR (comments are required to be added)

When a Witness Point is rejected, this is the new workflow:

a. Addressee: rejects a Witness Point and adds reasoning as to why the Witness Point is rejected, and provides any required remedial actions

b. Status: changes to ‘Rejected’

c. Requestor: assigns the action ‘Resubmit Witness Point’ and adds comments. If this step is not taken,  the Witness Point will remain as ‘Rejected’.

d. Status: returns to ‘Witness Point Requested’ in the Approvals Register

e. Addressee: evaluates the Requestor’s comments and assigns the Witness Point to another status as appropriate e.g. ‘Witnessed’, ‘Witnessed with Comments’ or ‘NCR’. 

Non-conformance Approval:

When an NCR approval workflow is initiated by a Requestor, actions assignable by the Addressee include:

• Approve
• Conditionally Approve (comments are required to be added detailing conditions that must be satisfied prior to approval)
• Manually Approve (comments are required to be added by Requestor)
• Reject (comments are required to be added, and NCR appears as Red in the NCR Register)
• Other Approval (comments are required to be added by Addressee)

1) When the NCR is conditionally approved, this is the new workflow:

1a. Addressee: conditionally approves NCR

1b. Status: changes to ‘Conditionally Approved’ in the NCR register. This status will also show a tick in   the ‘Approval to Proceed’ column in the NCR register, indicating that the Addressee is satisfied that the   work can progress provided the condition is satisfied in due course.

1c. Requestor: assigns the status ‘Complete Condition’ upon completing the condition and provides    comments/evidence

1d. Status: changes to ‘Condition Completed’

1e. Addressee: can accept (Condition Met) or reject (Revise Completion) that the condition has been    satisfied

1f. Status: changes to ‘Approved” when the Addressee is satisfied condition/s are met; the NCR will      appear as ‘Approved’ in the NCR register.

2) When the NCR is rejected, this is the new workflow:

2a. Addressee: rejects the NCR and is required to provide reasons as to why the NCR is rejected, and any  required remedial actions

2b. Status: changes to ‘Rejected’

2c. Requestor: assigns the action ‘Resubmit NCR’ and adds comments. The NCR will remain as ‘Rejected’    if the requestor does not perform this action.

2d. Status: changes to ‘NCR Requested’ which will be reflected in the Approval Register.  

For NCR Advanced Workflows, see NCR Advanced Approval Workflow.

Hold Point Approval:

When a Hold Point approval workflow is initiated by a Requestor, actions assignable by the Addressee include:

• Approve
• Conditionally Approve (comments are required to be added detailing conditions that must be satisfied prior to approval)
• Manually Approve (comments are required to be added by Requestor)
• Other Approval (comments are required to be added by Addressee)
• Reject (comments are required to be added, and NCR appears as Red in the NCR Register)
• Request NCR (comments are required to be added, and Hold Point appears as Red in the Approvals Register)

1. When a Hold Point is conditionally approved, this is the new workflow:

1a. Addressee: conditionally approves the Hold Point

1b. Status: changes to ‘Conditionally Approved’ which will be reflected in the Approvals Register. This    status will also show a tick in the ‘Approval to Proceed’ column in the Approvals Register, indicating  that the Requestor is satisfied that work can progress provided the condition is satisfied in due course.

1c. Requestor: assigns the status ‘Complete Condition’ upon completing the condition and provides    comments/evidence

1d. Status: changes to ‘Condition Completed’

1e. Addressee:  can accept (Condition Met) or reject (Revise Completion) that the condition has been    satisfied

1f. Status: changes to ‘Approved” when the Addressee is satisfied condition/s are met; the Hold Point  will appear as ‘Approved’ in the Approval register.

2. When a Hold Point is rejected, this is the new workflow:

2a. Addressee: rejects the Hold Point and is required to provide reasons as to why the Hold Point is      rejected, and any required remedial actions

2b. Status: changes to ‘Rejected’

2c. Requestor: assigns the action ‘Resubmit Hold Point’ and adds comments. The Hold Point will remain as ‘Rejected’ if the requestor does not perform this action.

2d. Status: changes to ‘Hold Point Requested’ which will be reflected in the Approval Register

2e. Addressee: if necessary, can raise an NCR due to a non-conformance during the Hold Point request / execution process that caused the Hold Point not to be honoured.

2f. Status: changes to ‘NCR’ in the Approvals Register.

Purchase Order

When a Purchase Order approval workflow is initiated by a Requestor, actions assignable by the Addressee include:

• Approve
• Reject (comments are required to be added by Addressee)

When a Purchase Order is rejected by the Addressee, the Requestor can amend details then assign ‘Purchase Order Resubmitted’ action and seek approval from the Addressee.

Independent Approval

When an Independent Approval workflow is initiated by a Requestor, actions assignable by the Addressee include:

• Approve
• Conditionally Approve (comments are required to be added detailing conditions that must be satisfied prior to approval)
• Reject (comments are required to be added by Addressee)

When an Independent Approval is rejected by the Addressee, the Requestor can amend submission then assign ‘Resubmit for Approval’ action and seek approval from the Addressee.

Check Item Approval

When a Check Item workflow is initiated by a Requestor, actions assignable by the Addressee include:

• Approve
• Approve with Comments (comments are required to be added)
• Not Checked (this is assignable by the Requestor or Addressee)
• Reject (comments are required to be added, and Check Item appears as Red in the Approvals Register)
• NCR (comments are required to be added)

Where a Check Item is rejected by the Addressee, comments are required. The Requestor is then required to assign the action ‘Resubmit Check Item’ and add comments. Status then returns to ‘Check Item Requested’ in the Approvals Register.