In this article, you will learn:
1. When do I need an approval process
Approval process is usually set to ensure that the deliverables are acceptable, which are required to proceed to the next stage of a project
For example, you can give an approval when all requested forms and documents are completed, when a delivered item is passing the quality standards, a file or image attachment is fulfilling the mandatory requirements, etc.
2. What is an approval required task in Allex?
An approval required task in Allex is a checklist item that is marked as open for approval
Click the tree-dot menu and set the checklist item to be approval required item
An Approval required panel will then appear in the checklist item’s focus card, near the header
As an approver, you can mark the checklist item as:
Open
Approved
Rejected
Or reset it to Not required if checklist item is no longer required for approval
3. Where can I see approval items, and change their status?
Checklist items marked for approval are displayed in the project list, the same way as ordinary checklist items.
To check or change the approval status within the project list view, you need to add the Approver and Approval columns to it just like other columns.
Approval items from all tasks leading up to a milestone are displayed in the focus card of the milestone
The items required for approval are displayed in a dedicated Approval required panel
This way, the user can use the milestone for quality control to ensure the quality standards that are required to proceed to the next project phase
4. How to mark a checklist item for approval?
To mark a checklist item for approval, you need to have the rights to do this (see who can approve / who can set approvers).
Add the approval columns in the project list view (if it's not already done)
Click the dropdown and change the status from Not required to Open
The states are also displayed in the focus card of the checklist items.
5. What is an approver?
An approver is a project member who has been assigned the role of approver
The approver is responsible for approving approval items
6. How to approve or reject a checklist item
You can approve any items marked as Open for approval as an approver or someone with the right to approve. Ideally, you should only approve an item when the item's status is set to Done. As approver, you'll be notified when the item is ready for approval.
You can approve an item in the following ways
Via Email
When you receive an email notifying you that the item is ready for approval, click the Approve now button. In the focus card, click the Approval dropdown menu in the Approval required area and select either Approved or Rejected.
Via Allex notification center
When you receive a notification that the item is ready for approval, click either Approve or Reject directly within the notification.
Via project list view or approval item’s focus card
Go to the approval column and select Approved or Rejected in the dropdown menu
Via quality control milestone
Scroll down to the Approval required panel, select Approved or Rejected in the dropdown menu.
The approver will be notified:
when they are assigned as approver
when the approval item is ready for approval
in case another approver was assigned or
in case someone else, with approver rights, approved the item
The approver can be notified:
in the Notification center in Allex
and/or by email
The user can always change which notifications to receive and how to receive them, in the notification settings.
7. Who can set approvers?
While the person setting the approval is typically the project or task responsible, anyone with editor rights to the task can set the approver.
8. Who can approve or reject checklist items?
The approver, project-admin or project-editor can approve checklist items.
While no approver is set, and a user changes the approval status, the user will be automatically set as approver.
9. How can I see if the approval / checklist items I’m responsible for have been approved or rejected?
As responsible for an approval item, you will be notified in the notification center and/or via mail (depending on your notification settings), when the approval status changed.
10. What happens next?
Begin your project planning by identifying milestones and approval items, which can help ensure secure and transparent handovers.