Requesting approvals for status changes

If desired, a specific workflow step can additionally be configured to require approval. When transitioning to the corresponding status, an approval process is triggered. The task only moves to this (target) status once the designated person(s) have granted approval.

Activate approval for a status transition

1. Click the Status button in a task
2. Switch to the Edit workflows dialog using the ⚙ icon
3. Select a custom workflow (or create a new one)
4. Click the icon in the row of a custom status to open its options

5. In the options, activate the Approval toggle 

   
   

6. If you already want to define who should approve in this workflow, you can select the approvers here. Otherwise, approvers can be selected during the approval request process.

   
   
    

7. If multiple approvers are selected, you can use the Approval mode to specify how many approvals are required:

   • One person: Approval from one of the selected approvers is sufficient.
   • All persons: All selected approvers must grant approval.

   

    

8. With the Reason on rejection option, you can require a comment with a reason when an approval is rejected. 
    
9. Optionally, you can enable the Automatic status change option. Once the approval has been granted, the workflow will automatically advance to the next status.
   
   
10. If an approval is active for a custom status, it will be marked with an "Approval" tag:
    
    

Skip required flavor value checks

For a Done status, you can optionally specify that the check for required flavor values is skipped. This is useful, for example, when a status such as Not relevant is used and required values do not need to be filled in in this case.

To do this, activate the Ignore required value input option for the desired Done status.

If the option is enabled, the task can be moved to this status even if required flavor values have not been filled in.

Identifying approval-required statuses

• When a custom workflow is used in a task, it is indicated in the title of the status dialog (e.g., Custom Workflow).
• Approval-required statuses are marked with the Approval tag.
• The status that follows an approval-required one will be grayed out (not selectable) until the approval is granted.

Requesting an approval

1. Change the status to the status requiring approval, e.g., Delivery
2. In the following dialog, you can enrich your approval request with additional information:
   1. Approval requested by Optionally specify a date by which you expect the approval. This is informational only and has no functional impact.
   2. Note Optionally add a comment for context.
   3. Send approval request to If a person was already assigned for approval in the status settings, they will automatically receive the request. You can optionally add others or choose someone if none has been assigned yet.

Note:

• The request can only be submitted once at least one approver is selected.
• If multiple approvers are selected, the number of required approvals depends on the selected Approval mode: With One person, one approval is sufficient; with All persons, all selected approvers must grant approval.
• You cannot assign yourself as the approver – it must be another person.

Once an approval is requested via Submit approval, recipients will be notified via the 🔔 icon and receive an email to review the task.

Managing approval requests

Tasks in an approval process are highlighted in various ways:

• In list views, tasks with pending approval are marked with an icon:
  
• They are also indicated in the Status column, if visible:
  
   
• Approvers also receive emails and can view pending requests in their notification menu (🔔 icon) under the Approvals tab:
  
  

• In the task dialog, the pending approval is shown with a horizontal bar at the top:

In expanded view:

Note:
When a task is in a Pending Approval state, the status transition is frozen. The task itself remains editable for participants (e.g., comments, description changes). These actions are logged in the activity feed but not yet restricted.

Filtering by approval status

Within a project you can filter tasks specifically by their approval status. The following filter options are available:

• In approval: Filter tasks that are currently in the approval process (e.g. In approval is equal to Yes).
• Approver: Filter tasks by specific approvers.

This makes it easier to find all tasks that are still awaiting approval or that are assigned to a particular person.

Filter approval events in the feed

In the feed, you can filter approval events by Pending, Approved, Rejected and Canceled. This makes it easier to track past approval events.

Possible actions

Only the requester and approver(s) can manage the approval process. For all other participants, the task status remains "frozen."

• Requesters can...
  • Cancel approval
  • add a Comment
     
• Approvers can...
  • Approve
    • The requester is notified of the approval
    • The task transitions to the approved status
    • The approval workflow ends
       
  • Reject
    • The requester is notified of the rejection
    • The task reverts to the previous status
    • The approval workflow ends
       
  • Add a Comment
    • The requester is notified of the comment
    • The task remains in "Pending Approval" until approved, rejected, or canceled
      
      Note: Only approvers see the ❌ and ✅ buttons.
      When the bar is expanded, additional info is shown, such as who submitted the request.
      
      
       
• All participants: All others can comment on tasks in the "Pending Approval" state as usual