With our fantastic new feature Approvals, you can streamline any processes that need authorization by another person. You can create single instance approvals, multi-stage or sequential approvals.
This feature not only helps you to set a structure for your approvals process, but also saves you heaps of time!
Note: Approvals are a Professional Plan feature only.
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
Find the template that you’d like to add an approval into and click on the cog next to the template name. Over on the right of your screen you’ll see ‘Edit this template’ which you should click next.
Go into your template editor and you’ll find the Approvals button in the menu at the bottom of your task list. This button adds a new task, but not just any task, this one has superpowers!
Once you’ve decided where you’d like the approval to sit in your process, click on the task above to highlight it, select the approvals button, and the approval task appears below.
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 tasks you’re looking for approval on. This enables them to receive a notification when a task has been approved or rejected.
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.
Once you’ve done that you can assign the person you’d like to review and approve this task (if you haven’t already).
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.
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.
Submitting tasks for approval
If you are the person who has run the checklist, you’ll work through the tasks as normal until you come to the first Approval task.
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.
When you complete all the tasks that need approval, an email notification is sent to the person who has been assigned to review them (but only once all of those tasks have been completed). 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 for approval, the manager assigned to it 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 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 manager rejecting or approving the task
You can see tasks waiting for approval in your email and you can approve or reject directly from here without even needing to sign in to your Process Street account.
You can also find tasks to approve in the Approvals tab in your Process Street Inbox.
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.
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, only when you’re in the app.
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.
This process will loop back round to you until you approve the task.
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 it (but only 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.