Approval & Review Tasks#

Overview#

When someone submits a task for your sign-off — either by sending it to you for review, or because a process/approval step routed it to you — it appears in the Review tab. Opening the task shows the appropriate decision buttons based on the kind of task:

• Standard review tasks — a task an assignee finished and sent to you with Send for Review. You decide whether to accept it (Set Complete) or send it back (Reject).
• Process / approval-step tasks — tasks created by a workflow (Process or Order Fulfillment) that need your approval to advance. Their title starts with a bracketed instance code, e.g. [OF-1024] Approve Purchase Order. You decide whether to Approve (advance the workflow) or Send Back (return it to the previous step for revision).

How to Get Here#

1. In the sidebar, open Workspace → Tasks.
2. Click the Review tab. The badge on the tab shows how many tasks are waiting.
3. Click a task row to open its detail view.

The Tasks Page Tabs#

The Tasks page groups your work into tabs:

• Tasks — your active tasks to work on
• Review — tasks awaiting your review or approval (this page)
• Paused — tasks that have been paused
• Assigned — tasks you assigned to others
• Collaborate — tasks you are collaborating on

Reviewing a Standard Task#

When you open a task that an assignee submitted to you for review, an Under Review banner appears at the top showing who submitted it (the reviewer is you).

Approving a Process / Approval-Step Task#

Tasks generated by a Process or Order Fulfillment workflow are submitted for review automatically. When you open one, you'll see the decision buttons for the workflow step.

Attaching Proof of Approval#

Some approval steps are configured (in the Process Builder) to require proof of approval — evidence such as a signed document or the client's confirmation email. When a step requires it, opening its task shows a Proof of approval panel above the form, with a Required to approve badge.

• Click Attach proof to upload a file (an image, a PDF, an emailed .eml/.msg, or a Word/Excel document). You can attach more than one file, and remove any you added.
• Approve is blocked until at least one file is attached — trying to approve without one is stopped with an error.
• Every downstream step in the same workflow shows a read-only trail of the proofs attached to earlier approval steps, so anyone reviewing a later step can see the evidence without leaving their own task. Once 2 or more earlier steps carry files, the trail collapses by default to a single line — Attachments from earlier steps (N steps · M files) — click it to expand the full list; with just one earlier step, it's shown expanded already.

Reviewing Carried-Over Documents#

Some approval steps are configured (in the Process Builder) to require document review instead of a fresh proof-of-approval attachment — for approvals whose whole job is checking paperwork that already exists from earlier steps, such as matching a supplier's invoice against the Purchase Order and Delivery Receipt before approving it for payment. When a step requires this, opening its task shows its Attachments from earlier steps trail already expanded and relabeled Documents to review, with a checkbox next to every carried-over file instead of a plain link.

• Open each document (click its name) and check it, then tick its checkbox to mark it reviewed. Ticks are per-file and save immediately — no separate save step.
• A progress line under the panel title reads N of M reviewed — tick each document to approve until every document is ticked, then switches to All documents reviewed — you can approve.
• Approve is blocked until every carried-over document is ticked — the button stays disabled, and hovering it shows how many documents are still outstanding.
• This is separate from, and can be combined with, a proof-of-approval attachment requirement — a step can ask for both your own uploaded proof and a full review of the earlier documents.

Attaching Required Documents#

Some Action steps are configured (in the Process Builder) with a Document attachments setting — for example a receiving step that needs the supplier's delivery documents before the goods can be logged in. It's the Action-step counterpart of proof of approval above, and looks the same, but applies to the step you're working rather than one you're approving.

• When a step requires documents, opening its task shows a Required documents panel above the form, with a Required to complete badge — showing the minimum count when more than one file is needed.
• When a step only allows documents (optional), the panel instead reads Supporting documents with an Optional badge — you can attach files, but nothing blocks completing the step.
• A short instruction line — set by whoever built the template — can appear under the panel title telling you exactly what to upload (for example, "Attach the supplier's Invoice, Delivery Receipt, and any Import documents").
• Click Attach document to upload a file (an image, a PDF, an emailed .eml/.msg, or a Word/Excel document). You can attach more than one and remove any you added, the same as proof of approval.
• Completing the step is blocked until the minimum count is attached — trying to complete it with too few files is stopped with an error.
• The same read-only trail applies: any later step in the same workflow can see the documents attached on this and every earlier qualifying step, without leaving its own task.

Force Completing a Task Under Review#

For a regular (non-process) task that is under review, you can also use Force Complete from the task detail to immediately close it out without going through the full review banner.

Reopening a Completed Task#

If a task has already been completed and needs to be revisited, open it and click Reopen. A confirmation warns that the task is already done and that reopening moves it back to In Progress — confirm only if necessary.

When the task belongs to a Process or Order Fulfillment workflow step, reopening reverts that step too — and for Order Fulfillment, a completed or cancelled order comes back to In Progress. Reopening is blocked if a later step in the workflow has already been completed, since you can only reopen the most recently completed step. If the task is a Create Purchase Order step, the confirmation dialog also notes that reopening reuses the purchase order it already raised — as long as it's still unpaid — instead of creating a new one.

Common Tasks#

Tips and Best Practices#

• Check the Review tab regularly — the tab badge tells you how many tasks are waiting.
• Always give a reason — both Reject and Send Back require one, and it tells the person what to fix.
• Open the form — for tasks with an attached FDD form (quotations, purchase orders, etc.), review the form contents before deciding.

Related Pages#

• My Task — Tasks assigned to you
• All Tasks — View all tasks in the system
• Task Dashboard — Overview of your tasks and counts
• Project Processes → Step 3: Configure a step — where an approval step's "Require proof of approval" setting is turned on

💡 Note: Whether you see Set Complete / Reject or Approve / Send Back depends on how the task reached you. Standard tasks sent with Send for Review show Set Complete / Reject; tasks created by a Process or Order Fulfillment workflow show Approve / Send Back.