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)

Where a Witness Point is rejected by the Addressee, the Requestor is then required to assign the action ‘Resubmit Witness Point’ and add comments. Status then returns to ‘Witness Point Requested’ in the Approvals Register. This allows the Addressee to add reasoning as to why they rejected the Witness Point and provide commentary as to remedial actions (if any) required prior to assigning the Witness Point as another status. Alternatively, the Witness Point can remain as ‘Rejected’.

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)

Where Conditionally Approve is assigned by the Addressee, the NCR status will appear as ‘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 Requestor is satisfied that work can progress provided the condition is satisfied in due course. Following completion of the condition, Requestor will assign action ‘Complete Condition’, and provide comments, to update NCR status to ‘Condition Completed’. At this point, the Requestor can accept or reject that the condition being satisfied (‘Condition Met’ and ‘Revise Completion’ respectively). When Requestor is satisfied condition/s are met, the NCR will appear as ‘Approved’ in the NCR register.

Where an NCR is rejected by the Addressee, comments are required to be added. This allows the Addressee to add reasoning as to why they rejected the NCR and provide commentary as to remedial actions (if any) required prior to assigning the NCR as another status. The Requestor is then required to assign the action ‘Resubmit NCR’ and add comments. Status then returns to ‘NCR Requested’ in the Approvals Register. Alternatively, the NCR can remain as ‘Rejected’.

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)

Where Conditionally Approve is assigned by the Addressee, the Hold Point status will appear as ‘Conditionally Approved’ 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. Following completion of the condition, Requestor will assign action ‘Complete Condition’, and provide comments, to update Hold Point status to ‘Condition Completed’. At this point, the Requestor can accept or reject that the condition being satisfied (‘Condition Met’ and ‘Revise Completion’ respectively). When Requestor is satisfied condition/s are met, the Hold Point will appear as ‘Approved’ in the Approvals Register.

Where a Hold Point is rejected by the Addressee, comments are required to be added. This allows the Addressee to add reasoning as to why they rejected the Hold Point and provide commentary as to remedial actions (if any) required prior to assigning the Hold Point as another status. The Requestor is then required to assign the action ‘Resubmit Hold Point’ and add comments. Status then returns to ‘Hold Point Requested’ in the Approvals Register. Alternatively, the Hold Point can remain as ‘Rejected’, however this is not likely – instead, an NCR would be raised.

Where the Addressee deems necessary, an NCR can be raised. This may be due to a non-conformance during the Hold Point request / execution process that caused the Hold Point to not be honoured. Hold Point status will remain as ‘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.