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:

1. Open the File module from the left-hand menu.
2. Open the menu and select folder structure
3. Enable the Approval of submittals setting for the folder.
4. Click the folders you want to activate the flow for

Enable the Approval flow

Approval options

Once the Approval flow is enabled, all files uploaded to this folder will display approval status options (e.g., Approved, Rejected, Pending, Needs revision)

Note that these are also customizable, so you can change the name and colour to fit your needs.

Approval active

When the Approval flow is active you're going to see an extra column within the files module called "Approval". This is where you change and set the approval levels that you just created.

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

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: 06/09/2026