Where approval requests are received, how an Approval Line is selected, how a task is sent for approval, and how an approver approves or rejects the request.

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1. Where to Find Approval Requests

Approval requests are available from My Tasks → Approvals. The number shown beside Approvals indicates requests waiting for action. My Tasks page with the Approvals tab highlighted in the navigation bar My Tasks → Approvals.

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2. When Is an Approval Request Created?

1

Approval Line is defined

While creating the task, choose None, Reporter Approval or Direct Approver.
2

Task work is completed

The task owner completes the required work and adds the comments or attachments needed for review.
3

Task is sent for approval

The task owner changes the status to Approval Required. The request is then sent to the configured approval line.

Key rule

A task configured to require approval cannot be closed until the required approval is received from the configured approver.

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3. Select the Approval Line While Creating a Task

Use the Approval Line field in the Create New Task form to define whether the task needs approval before closure. Approval Line field in the Create New Task form, expanded to show None, Reporter Approval and Direct Approver options Approval Line options in the Create New Task form.

System behaviour

As described in the current workflow, if the configured approver and the Reporter are the same person, the task is auto-approved.

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4. Send a Completed Task for Approval

Before requesting approval, add all required work details, comments and supporting attachments. Then change the task status to Approval Required. Status field dropdown with Approval Required selected among the task's workflow states Status → Approval Required.
1

Complete the work

Finish the task and ensure the expected output is ready.
2

Add review evidence

Add the comments, notes and attachments needed for review.
3

Choose Approval Required

Open Status and select Approval Required.
4

Approval is triggered

The request is sent to the approver defined in the Approval Line.

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5. View Pending Approvals

Open My Tasks → Approvals → Pending to view approval requests awaiting your action. Pending approvals list with green approve and red reject action buttons for each request Pending approval requests and Approve/Reject actions.

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6. Approve a Request

1

Review the task

Review the task details, comments and attachments provided for approval.
2

Approve

Click the green ✓ action for the required request.
3

Task closes

Once approval is given, the approved task is closed.

Before approving

Confirm that the required work is complete and that the evidence provided is sufficient for closure.

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7. Reject a Request

If further action is required before the task can be closed, select the red ✕ action. Enter a reason for rejection; comments can be added when additional explanation is useful. Reject Request dialog with a required reason field and an optional comments field Rejection requires a reason; comments are optional.
1

Reject

Click the red ✕ action for the approval request.
2

Enter the reason

Provide the reason for rejection so the task owner understands what must be corrected.
3

Task owner takes action

The task owner receives the rejection reason, performs the required changes and updates the task.
4

Resend for approval

After corrections are complete, set the task to Approval Required again to send a new approval request.

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8. Approval Lifecycle

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9. Before Sending or Responding to an Approval

  • The correct Approval Line was selected for the task.
  • All required work is complete before requesting approval.
  • Relevant comments and supporting attachments are added.
  • The approver has enough information to make a decision.
  • If rejected, the rejection reason has been addressed before resubmitting.

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10. Common Issues

Best practice

Send a task for approval only after the task record contains enough comments and supporting evidence for the approver to review it without needing separate follow-up.