Approvals

With our fantastic Approvals feature, you can streamline any processes that need authorization by another person. You can create single instance approvals, multi-stage or sequential approvals within your workflows.

This feature not only helps you to set a structure for your approvals process, but also saves you heaps of time, since hand-offs will become a breeze!

Plan: Approvals are a feature on our Standard Plan

Users: In order to add or edit Approvals, you must be an Administrator or a Member who has been given ‘can edit’ access by your Administrator.


 

Common use cases for approvals

Holiday request or paid time off

Most companies require team members to submit a paid time off (PTO) request and have their manager sign-off on it. This is a simple one-stage approval that you can set up really quickly.

Approving new hires to your team

When a candidate is going through your interview process, there may be several levels of approval to go through before sending an offer letter. Different team members or managers may be involved in different stages of the process, and each stage requires sign off before the candidate can progress to the next stage.

Discount approvals on sales deals

If you offer products or services to customers or clients, there may be occasions where you want to offer a discount. Discounts over a certain percentage need to be signed off and approved by your manager before agreeing with the end-user.

Expense report approvals

When somebody in your business submits an expense report, any expenses under $100 are automatically approved, whilst any over $100 always require manager approval. Using Conditional Logic, you can set the tasks in your checklist to show the approval step only when needed, and the manager can approve or reject only those expenses that need to be dealt with.


 

Getting started building your approvals

Head to your Template Dashboard and find the template that you’d like to add an approval into. Click on the three dots next to the template name and then select “Edit Template” from the right hand menu.

In the template editor you’ll find the Approvals button in the menu at the bottom of your task list (bottom left of your screen). This button adds a new task, but not just any task, this one has Approvals superpowers!

Once you’ve decided where you’d like the approval to sit in your process, click a task to highlight it, click the approvals button, and the approval task appears below that task.

Give your approval task a name – in the example above, we’ve called it “Sales Approval”.

Next, you’re going to click on the green button in the center of the screen to select the tasks you’d like to get approved. You can choose individual tasks, whole sections of your checklist by clicking on the headings, or you can select all the tasks to approve.

Note: Remember to always assign someone to the task/s you’re looking for approval on and give them a due date. This enables them to receive a notification when all the tasks that need approval have been completed. The Approval task will then also appear in that person’s Inbox.

You can double-check which tasks you’ve selected as they will appear in light blue highlight on the left of your screen. From the center panel, you can add more tasks to approve, or delete them via the trash can icon.

You should consider setting a due date, a stop task and set permissions for the tasks to be approved, as well as the approvals task at this point:

  • A due date will remind the person approving the task by email when it’s due, and it will also be prioritized in their Inbox
  • A stop task will pause the process until the task has been approved
  • Set the permission to only show this task to the person assigned to approve it, that way any sensitive data or comments in the approval task (or in the rejection comments) will only be visible to the appropriate person

The gif below shows you how to add all these steps.

Save the edits to your template and you’re ready to start running checklists with approvals!

That’s it for building your approvals, so now we’ll move on to seeing how you can submit tasks for approval in a checklist.


 

Submitting tasks for approval

If you are the person filling out the checklist, you’ll work through the tasks as normal, completing each one assigned to you.

If you see an approval task is assigned to another user, you need to wait for them to deal with that task before you can move on with the checklist.

In the content section in the center of your screen, you’ll see a reminder that the information you enter into this task (or tasks) are waiting for submission for approval, by the person assigned to the Approval task.

If you don’t see an approval task, it may be hidden from you because task permissions are preventing you from seeing it. You may need to wait for an email notification about the tasks you submitted for approval before being able to complete the checklist.

When you complete all the tasks that need approval, an email notification is sent to the person who has been assigned to approve them (but only once all of those tasks have been completed).

Whether you can see the approval task or not, you’ll need to wait for the notification that your task/s have been approved before being able to continue working through the rest of the checklist and eventually, completing it.


 

Approving or rejecting

You are the person asking for approval

When you check off a task/s for approval, the person assigned to the approval task receives an email notifying them of the information you submitted. A new Approvals task will also appear in their Process Street Inbox.

Once they have made a decision, you will receive an email notification with their comments (if they added any) and the status of the approval.

If it has been rejected, click the blue link in your email and this takes you directly back to the task in question. From here you can amend the information you entered and complete the task again to send it back to the approver for another review.

Once the task has been approved, you’ll receive another email notification to let you know, and then you can click the blue link, which takes you back to the checklist.

Now, if there are no more tasks waiting for approval, you can go ahead and complete the checklist. Cue the confetti!

You are the person rejecting or approving the task

You can see tasks waiting for approval in your email and you can approve or reject them all directly from here, without even needing to sign in to your Process Street account.

You’ll be able to reject or approve the tasks one by one, or if there is more than one task to approve, you can Reject All or Approve All in one easy click.

You can also find tasks to approve in the Approvals tab in your Process Street Inbox. Use the filter to only show Approvals tasks you need to address.

Approve or reject with comments as appropriate. If you reject a task, the Approval task will disappear from your Inbox, until the task has been updated and re-submitted.

Reject

If you reject a task you can reject it with no comments, or when you’re approving in the Process Street app, you can add a comment saying why you’ve made that decision and ask for updates to be made to the information. Click the comments bubble to add a comment, or click Reject to send without comments.

Note that you cannot add rejection comments from email notifications, only when you’re in the mobile app or the browser version of Process Street.

If you’re sending the rejection with comments, after you’ve clicked the comments bubble, type your notes and click Reject and Send Comment to notify the person who submitted the information that they need to make some changes.

If you’re using our mobile app, click “Reject”, type your comments, then Reject and Send Comment.

Once you have rejected a task, the Approval task will disappear from your Inbox, until the task has been re-submitted.

This process will loop back round to you, until you approve the task.

Approve

When you approve a task, the person who submitted it will receive a notification which allows them to go back into the checklist, where they will be allowed to complete any more tasks they need to work on.

They can complete the checklist once all the approvals in that checklist have been signed off.

You can edit your decision to approve this task if the situation changes and you now need to reject it, or if you’d like to make a change to your comments.

Don’t forget if you need help setting up Approvals, you can reach out to our Customer Success team for support.


 

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