Approval of submittals / documents
Overview
How do I activate and use the approval workflow for documents in CxPlanner?
The approval of files feature allows you to track and manage approvals directly within the file module. It is designed for formal submittals, such as design drawings, O&M manuals, and specifications, but can be used for any file type where approval is needed.
When and why to use this
Enable the approval workflow when your project requires formal file reviews or sign-offs for documents submitted by contractors, designers, or suppliers.
- Ideal for managing submittals like shop drawings, equipment specs, or manuals
- Can be activated for any folder within the file module
- Allows structured review and approval of uploaded files
- Approvals can be tracked and audited throughout the project
Steps to activate submittal approval:
- Open the File module from the left-hand menu.
- Navigate to the folder where you want to activate approval.
- Click on the folder to enter its structure.
- Enable the Approval of submittals setting for the folder.
- Once enabled, all files uploaded to this folder will display approval status options (e.g., Approved, Rejected, Pending).
Behavior and results
When approval is activated for a folder:
- Every uploaded file in that folder will include an approval status dropdown
- Only the user or user-group assigned to the approval can change it
- Approval actions are logged and visible to all project users
- The setting applies only to the selected folder (not inherited by subfolders)
Assigning users or user-group to the approval workflow
If you don't assign either a person (user) or a user-group to the approval workflow, then anyone can change the value on the project. It will however still be logged who does the changes.
You can either assign a specific person, or a specific user-group, or both, and then only these can change the values.
Multiple approvals (approval-chaining)
You can add unlimited number of approvals, e.g. Design approval, Cx-team approval, Owner approval.
Troubleshooting
Problem | Cause | Solution |
|---|---|---|
Approval dropdown not visible | Folder approval not activated | Enable approval for the specific folder |
Can't change file status | Insufficient role permissions | You are not assigned to the perform the approval |
Approval missing from subfolders | Settings not inherited automatically | Manually enable approval for each folder |
Video guide
Watch how to activate approval in a folder:
Quick facts
- Requires: Project role Manager or Admin to activate
- Location: Files → Folder → Enable Approval of Submittals
- Affects: File status tracking, documentation compliance, project workflow
Updated on: 07/25/2025
Thank you!