This process is for the approver receiving an inspection approval request by email – typically the Superintendent, Client Representative or Project Administrator.
Before you can approve or reject an inspection item, the Administrator must have invited you as a user and you must have set up your CivilPro sign-in. If you're receiving an email notification, you're all set.
Instructions
1. In the email notification, click the link in the approval request email.
2. Enter your username and password (set up when you accepted your invitation).
3. You should be directed straight to the Approval window (as below in Step 4).
If this isn't the case, after you've logged in successfully (Step 2), try re-clicking the link the in request email. Alternatively, once in CivilPro you can select the Project, open the main menu (three horizontal lines top-left) > Spec and Conformance > Approvals and you should see the Approval in the register - click the Approval number.
4. In the Approval, you've got all the information at hand required to review and approve (or reject) the approval request; detailed below:
- Inspection description details, extracted from the Checklist
- Open Related Items (chainlink icon in side bar) then
- review Filestore Documents to see any information that was attached to the Approval when requested
- current status of the Approval
- When ready to action, click Action Step
Review the evidence first. Click the Chain icon on the right panel to view the linked documents and photos. When you're ready, click Action Step.
5. After clicking Action Step, you'll be able to input details:
- Action – select from the dropdown (see the table below).
- Attachments – attach any document supporting your action, if applicable.
- Comments – add any notes.
What each action does (may vary based on Project setup)
| Approve | Releases the point outright. Work proceeds. Your name, the date and any attachments are recorded against the release. |
| Conditionally Approve | Lets work continue while a condition is closed out – for example awaiting a 28-day test result, or requesting additional photos. State the condition in your comments. Selecting this reveals a Days to Complete Next Step field, and Comments become mandatory (minimum 25 characters) so the reason is on the record. |
| Rejected | Sends the item back to the Contractor. Selecting this reveals a Days to Complete Next Step field, and Comments become mandatory (minimum 25 characters) so the reason is on the record. |
| Request NCR | Flags that a non-conformance should be raised against the work, without leaving the approval. |
| Other Approval | Any additional workflow step your project has configured. |
The exact options depend on your project's approval workflow and your Role, so your list may be shorter than the one above. The Status after Action field updates to show where the approval will land.
When ready, click Action (Send). This will notify the requestor via email notification, update the Approval status, and add a log against the approval - keeping everything traceable.
6. The action is written to the Action Logs of the Approval with a timestamp.
7. You'll receive a confirmation email of the action taken - as will the contractor - and Checklists will be updated accordingly.
Common questions
I've been on site all morning and have a dozen items to release – do I have to open each one?
No. In the Approvals register you can select several items and apply one action to all of them at once. They need to be on the same workflow and at the same actionable status – for example a run of Hold Points along one trench, or several proof rolls covered by the one visit.
Do I have to be at a computer?
No. CivilPro runs in a mobile browser, and if you're on site with the Contractor they can show you a QR code to release the item on the spot – see Generate Quick Approval using QR Code.
Can more than one of us release the same Hold Point?
Yes, where the request is addressed to a Group – everyone in the group is notified and the first to action it releases the item.
Next steps
Related:
- Generate Quick Approval using QR Code – release Hold Points on site by scanning a QR code
- Request Approval for an Inspection – the requester's side of this process
- Short Circuit an Approval (Revert to Previous Status) – reverse an approval actioned in error