Create Basic Workflows for Approvals (D)

In order to send Approvals e.g. ITP/Checklist Inspection, Hold Points, Witness Points, NCR, etc, you need to set up Basic Approval Workflows.

CivilPro comes with prebuilt basic workflows which will be sufficient to help get you started with most approvals. This process shows you how to set up these basic approval workflows in a few easy steps.

Related Links:

Approval Register 

Create Advanced Workflows for Approvals (D)  

NCR Advanced Approval Workflow

New Approval Workflow Templates - Updated 19 Sept 24

1. Navigate to the "Approval Workflows" register.

2. Click on "Create Basic Workflows". In the dialog box, click "Yes".

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

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

4a.  For most approvals, these basic workflows will be suitable for use. However, there are options for you to customize these workflows if required.

As an example, open the workflow viewer by double-clicking on the small triangle next to the "Hold Point Workflow - Default" as shown below.

4b. Once a Hold Point has been requested, the workflow commences. This sends the Addressee/s a notification and authorises them to assign various actions (shown in text atop arrows below). Assigning this action will result in a new status for the Approval (shown in rectangular boxes).

4c. Click on the arrow (an action) as shown above, and the Action Properties panel will appear. These are are conditions for that action, and 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. 

Remember to click "Save & Close" once you finish.