Approvals

Approvals are used in one-way workflows, where the request can only be approved in the last step of the approval flow. This is useful if multiple steps of approval are needed, or for clarifications that go through sorted steps.

How to set up approvals

Approvals need be activated on the project before approval templates can be created. To do so, go to:

Settings Field Add features 'Approvals' Activate.

Once activated, approval templates will need to be created. This process is similar to creating task templates and the same data fields can be used. Click 'Approval templates'.

Like with tasks, approval templates can be copied from other projects or the company profile.

Create a new approval template by clicking 'Create new', and type in a name and a prefix.

Add or remove fields to the approval template by drag-and-drop. When the necessary fields have been added to the approval template, save the template by clicking 'Save. '

If you need more information on the data fields, you can read this article: Template data fields for Tasks and Checklists.

Approvals require their workflow in the work packages. Go to Settings Field Work packages.

From here, select the work package to which the approval should be added.

Click the -icon next to the work package name and click Add workflow.

Ensure the approval workflow is selected in the pop-up window and give it a name.

Notice that approval workflows and task workflows have different icons.

This denotes that approvals are a one-way communication flow and tasks are a two-way communication flow.

A pop-up window will ask for role names for the approval flow. Write in the wanted role names and click 'Add'. An approval workflow requires at least two roles.

Note that you must manually add user groups to the approval workflow.

More roles can be added manually, with the same method as other workflows - by clicking 'Create role'. Then users can be added to the role with Add users.

If needed, the input fields for approval can be edited, making it possible to require certain fields of the approval template to be filled out in a certain step of the approval workflow.

To edit the input fields for approval, click the -icon, and select Edit input fields for approval.

In the example below, the list named 'Category' can only be filled in the second step of the approval and is required for the approval to go to the final step.

With the approval template, the approval workflow, and any fine adjustments to the input fields, approvals are now ready to be used on the project.

How to use approvals

Using approvals on Dalux Desktop

Approvals work similarly to tasks in how they are created and shown in Dalux. Approvals will always appear in the tasks section of Dalux Field. In the example below, a carpenter makes a claim and sends it to the construction management, before finally getting approved by the project management.

To create a new approval go to:
Field Tasks All tasks Create Select the appropriate approval

Fill in the required information and click 'Create, send' to assign the approval to the next person in the approval workflow.

If additional roles are added in the steps of the approval workflow, they can be selected under 'Responsible'.

When the approval is sent, it will appear in the approver's inbox.

The first receiver of an approval has the options to:

Return - returns to original creator requesting more information
Forward - approve it and send it to the next person in the approval workflow
Reject, close - reject the approval and mark it as closed

At the top of the approval, the approval workflow is shown. The green indicates what step of the approval workflow the viewer is responsible for. The -icon shows what step the approval is currently on in the approval workflow.

In this example, the approval is forwarded with the information required for final approval.

In the final step of the approval workflow the option to Approve, close appears.

Closed approvals will appear in the Field Tasks Closed folder. The status column will indicate whether the approval was approved or rejected.

Users in the Creator (first) role with edit permissions can reopen closed approvals, whether they were rejected or approved.

Using approvals on Dalux Mobile

Using approvals on Dalux Mobile is similar to using tasks.

Create a new approval by pressing the -icon on the Home screen. Select the approval and fill in the required information. Then press the -icon, to assign the approval to the next user in the approval workflow.