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 a person here. Otherwise, a person can be selected during the approval request process.
   
    
7. If an approval is active for a custom status, it will be marked with an "Approval" tag:
   
   

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 two approvers are specified, approval is granted when one of them approves the status transition.
• 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.

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