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Work order approvals

Approval of a work order

You can approve WO based on status change. Approval is required once WO is ready and complete and once it is done and can be archived.

Sending for approval will appear when changing the WO from Backlog to any other status and from any other status to Closed (all except Canceled).

When approval is required

When the work order status approval flow is enabled for your organisation, approval is required at two points in a work order's life:

  • Leaving In backlog — moving a work order from In backlog to any other status requires approval.
  • Completing the work order — moving a work order to Finished requires approval. Once approved, the work order is set to Closed.

Transitions between the other active statuses do not require approval.

How it works

  1. When you move a work order from In backlog to another status, you are prompted to Send for approval. Choose the approvers and send the request; the work order stays in a pending state until it is approved.
  2. Moving a work order between the other active statuses does not create an approval request.
  3. When you move a work order to Finished, you are again prompted to Send for approval. An approver opens Approve status change, adds an optional comment, and confirms. The work order is then set to Closed.

Note: While a work order is pending approval, the requester can select Cancel Approval to return it to its previous state.

Note: This behaviour applies only when the Status approval flow feature is turned on for your organisation.

How to set approvers

Approvers need 'Manage' permissions in order to be able to either approve or reject the status change of the WO. This can be done from the account settings. Only users with this permission will appear in the approvers list.

How to set notifications

Approvers can activate notifications from the user settings. In settings, the user can select 'Work order approval pending' to receive notifications on WO pending for approval.

Updating WO from backlog to any other status

Once the status is changed and WO is saved, a window will show where you can select multiple approvers.

Click send here for the approvers to see a notification pending for approval so they can approve or reject the change.

From the WO list, the approval and reject options appear as well as pending, approve, and reject status.

The Work order is locked whilst in Pending status.

Approvers can reject and give a reason.

Users will receive a notification on the approval status for it to take action again.

The WO goes back to the previous status and it is ready for updates.

Approvers can approve the WO and write an optional comment.

Users will receive a notification of the approval and WO appears as signed and ready to go through any other changes.

Users can hover over the pending, approved, or rejected status to see more information.

Updating WO from any status to Closed

It follows the same flow and notifications. The WO will remain locked once Closed status is approved and saved.