Create Basic Workflows for Approvals

Before you can create and send Approvals ( e.g. Hold Points and Witness Points, NCR's, etc) to approvers for their action, you need to set up the Approval Workflows.

In CivilPro, you can easily set up a set of basic workflows for your approvals to help you get started. Later, when your approval requirements require more advanced workflows, you can refer to the "Create Advanced Workflow" article below. 

Please note that you can only create workflows for these approval categories in CivilPro:  

• Hold Point
• Witness Point
• NCR
• Check Item
• Purchase Order
• Independent

Related Links:

Create Advanced Workflows (for Approvals)  

NCR Advanced Approval Workflow

New Approval Templates - 19 Sept 24

Instructions: 

1. Under “Other Setup”, select “Approval Workflows”

2. Click on the “Global Action” icon and select “Create Basic Workflows”.

3. Click “Yes” to continue.

4. The basic workflows created include the following approval categories:

• Non-conformance Workflow - Default
• Hold Point Workflow - Default
• Witness Point Workflow - Default
• Check Item Workflow - Default
• Independent Approval - Default 
• Purchase Order Workflow - Default

An Approval Workflow is selected when an Approval is requested. Let's take a look at the basic Hold Point workflow as an example.

Once a Hold Point has been requested, the workflow commences (starting with the blue status). This sends the Addressee/s a notification and authorises them to assign various actions (shown in text atop arrows). Assigning this action will result in a new status for the Approval (shown in rounded or rectangular boxes).

If you left-click on an arrow (an action), you can see additional Action Properties. These are summarised below:

• Requires Comment - when this action is selected during the workflow, the user will be required to add a comment (minimum 25 characters)
• Priority - this determines the order in which the action will appear in the action drop-down menu when actioning the Approval
• Requestor Can Action - user requesting the Approval can assign this action
• Addressee Can Action - user/s addressed in the Approval can assign this action
• Users Can Action - nominated user/s that can assign this action, regardless of whether they are a Requestor or Addressee. Each User listed will be notified when an Approval is raised that they can action.
• Roles Can Action - nominated Role/s that can assign this action, regardless of whether they are a Requestor or Addressee.  Notifications will not be automatically sent to everyone with this role. 

Typically, using the 'Requestor / Addressee Can Action' conditions are sufficient for each action step. See this Advanced NCR Workflow example to see how 'Users / Roles Can Action' are used effectively. 

You will notice that if you left click onto any of the green selections, they have a tick against the "Complete" box. This means that as soon as this status is reached, the workflow is completed. Remember to click 'Save' when finished.

If you need to create more complex workflows, see the Create Advanced Workflows (for Approvals) lesson.