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Document Approvals

Review, approve, or reject documents that require authorization before they are released.

When Is Approval Required?

Document approval is required only when an approval workflow is configured for the document's category in Settings > Workflow Engine > Approval Workflows.

  • Workflow configured — Document uploads as Draft, user must click Submit for Approval to start the workflow
  • No workflow configured — Document uploads as Uploaded and is immediately available to all project members

Submitting a Document for Approval

  1. Upload a document (via Documents > All Documents or from a task)
  2. If a workflow exists for the document's category, you will see a Submit for Approval button
  3. Click Submit for Approval — the document enters the approval workflow at Level 1

Reviewing and Approving

When a document is pending your approval:

  1. You will see a Pending Approvals alert on the Home Dashboard and Projects Dashboard
  2. Click the alert to go to the Approvals page, or navigate directly to the document detail page
  3. On the document detail page, you will see:
    • The Approval Progress stepper showing all levels and their status
    • Approve, Reject, and Pass buttons in the header
  4. Review the document content, version history, and any prior approval notes
  5. Choose an action:
    • Approve — Approve at your level. If this is the final level, the document is released. Otherwise, it moves to the next level.
    • Reject — Reject with a reason. The document returns to draft and the uploader is notified to submit a revised version.
    • Pass — Forward to the next level without approving at your level (available only on non-final levels). Add optional notes for the next approver.

Approval Progress Stepper

The stepper at the top of the document detail page shows:

  • Green checkmark — Level completed (approved)
  • Blue clock — Current level (awaiting action)
  • Red X — Rejected at this level
  • Grey circle — Waiting (not yet reached)

Hover over any step to see the approver name, role, timestamp, and notes.

Unified Approvals Page

The Approvals page at /approvals shows all items pending your approval across all entity types (documents, BOQ, quotations).

  • Filter by entity type using the tab buttons
  • Click Review on any item to go to its detail page for full context before approving
  • Stats at the top show pending count, urgent items (5+ days), and total

Visibility Rules

During the approval workflow:

  • Uploader can always see their document
  • Current-level approver can see the document (if they have project access)
  • After final approval — visible to all project members
  • Rejected/archived — visible only to the uploader and approvers who acted on it

Approval Workflow Configuration

Approval workflows are set up by administrators in Settings > Workflow Engine > Approval Workflows.