Configure Multi-Step Checklist Approval Workflows
Overview
How do I set up multi-step approval flows for asset checklists in CxPlanner?
The multi-step checklist approval workflow feature in the Asset module allows you to define up to three sequential sign-off levels per checklist type - with customizable level names, statuses, user group restrictions, and dependencies - which is used to enforce quality control, document commissioning sign-off chains, and gate progression between test phases.
This guide covers all three locations where approval flow settings can be configured: the Template Center (sets template defaults), Types: Checklists on a project (the primary per-project configuration), and Project Settings (a legacy override with important caveats).
When and why to use this
Multi-step approval workflows are used when a checklist must be reviewed and signed off by more than one person or team before it is considered complete. In commissioning projects this is standard - a contractor completes the checklist, a commissioning engineer accepts it, and an owner representative gives final approval.
- When this is needed - a checklist must pass through multiple parties (contractor, QA, owner) before it counts as approved; or when you need to block progression to the next checklist type until a prior one is fully approved
- What the system does - displays the configured sign-off levels on each checklist, restricts who can sign at each level, and optionally auto-assigns the next team when the previous level is signed
- Limitations - up to 3 sign-off levels per checklist type; Level 1 (the final approval) requires all open issues to be resolved before it can be granted; Levels 2 and 3 can be signed off even when issues remain open
The three configuration locations
Approval workflows can be configured in three places. They serve different purposes and interact with each other in important ways.
Location | What it controls | Who it applies to |
|---|---|---|
Template Center | Default approval structure baked into a checklist template | Any project that uses this template |
Types: Checklists (on a project) | Per-project, per-checklist-type approval structure | That specific project only |
Project Settings - Checklists tab | Legacy two-step approval override | Entire project, overrides Types: Checklists settings |
Location 1 - Template Center: set approval defaults on a template
The Template Center lets you define the approval flow structure for each checklist template. The UI states: "Changes here override project-level settings" - meaning the template-level approval configuration takes effect for checklists based on this template. A Reset to Standard button restores the factory defaults.
How to access
- Open Template Center from the left sidebar (or navigate via the global sidebar from anywhere in CxPlanner).
- Click Commissioning tests (or the relevant template category).
- Click on a template name to open it.
- Scroll to the Approval flow section within the template.
Default approval level names and statuses
The built-in defaults are:
Level | Default name | Default statuses | Enabled by default |
|---|---|---|---|
Level 1 | Approve the checklist | Approved, Temporary approved, Not approved | Yes |
Level 2 | Accept the checklist | Accepted | No |
Level 3 | Complete the checklist | Completed | No |
All names, statuses, and colors are fully customizable. Use the Reset to Standard button to restore these defaults at any time.
Location 2 - Types: Checklists: configure approval structure per project (primary method)
This is the main place to configure approval workflows on a live project. Each checklist type has its own Approval Structure modal where you define how sign-off works for that type.
How to open the Approval Structure modal
- Open the Asset module from the left sidebar.
- Navigate to Types: Checklists in the left panel.
- Find the checklist type you want to configure.
- Click the Approval button in that row to open the Approval Structure modal.
Global option
At the top of the modal:
Option | What it does |
|---|---|
Block same person signing in different levels (except admin) | Prevents the same user from signing off at multiple levels - enforces separation of duties |
Level configuration (Levels 1, 2, and 3)
Each level can be enabled or disabled using the toggle at the top of its column. For each enabled level, configure:
Field | Description |
|---|---|
Level Name | The label shown to users for this sign-off step (e.g., "Checklist Completed", "QA Approved", "Owner Accepted") |
Restrict sign-off to User Group | Limits who can perform this sign-off to a specific user group; leave blank to allow any eligible user |
Auto-assign to this user-group when a previous level is signed | Automatically assigns the next user group when the preceding level is completed, triggering a notification |
Show pop-up to assign to new person after signing | After signing, opens a dialog to assign the next level to a specific person |
Allow every assigned user to approve (Level 1 only) | Allows any assigned user-group member, company member, or directly assigned person to approve - not only Admin and Manager roles |
Statuses | The outcome options available at this level (e.g., Approved, Temporary approved, Not approved). Each status has a name, a color, and can be individually enabled or disabled. |
- Enable or disable levels as needed. Modify names and statuses to match your project workflow.
- Click Close to save. Changes take effect immediately on all checklists of that type.
Approval execution order
This means the typical commissioning sequence is:
- Level 3 first - e.g., "Complete the checklist" (contractor fills it out)
- Level 2 second - e.g., "Accept the checklist" (QA or commissioning engineer reviews)
- Level 1 last - e.g., "Approve the checklist" (owner or PM gives final sign-off)
When only Level 1 is enabled (the default), it is both the first and only sign-off step.
Role restriction when multiple levels are enabled
Level 1 requires no open issues
Reserve Level 1 for the definitive final sign-off that confirms all punchlist items are resolved. Use Level 2 and Level 3 for intermediate sign-offs earlier in the process.
Location 3 - Project Settings: Checklists tab (legacy two-step override)
Project Settings offers a simplified two-step approval model ("Completed by" and "Accepted by") that is primarily used in industries such as oil and gas where ITRs require a fixed two-signature sign-off pattern.
How to access
- Open the Asset module from the left sidebar.
- Click Project settings in the left panel (under Settings).
- Click the Checklists tab.
- Scroll to the Approval workflows section.
How it works
Setting | Step | Effect when enabled |
|---|---|---|
Completed by | Step 1 | Restricts users with role Designer or Contractor to only this step. They cannot directly approve or fail the checklist. |
Accepted by | Step 2 | Adds a second sign-off step. Requires Completed by to be enabled first. |
When these are enabled:
- Designers and Contractors can only use the Completed by step (step 1) and then the Accepted by step (step 2) if enabled.
- Consultants, Managers, and Admins can still approve the checklist directly without going through these steps.
When to use this vs. Types: Checklists
Use Types: Checklists → Approval (Location 2) for all standard commissioning approval configurations - it is more flexible, supports up to 3 levels, and allows per-checklist-type customization.
Use Project Settings → Checklists only if your project requires a strict two-signature model applied uniformly across all checklists, where Designers and Contractors must not be able to approve directly.
How the three locations interact
Scenario | Result |
|---|---|
Template Center approval structure set | Applies to checklists using that template; template states it overrides project-level settings |
Types: Checklists configured on the project | Per-project, per-checklist-type approval structure |
Project Settings Completed by/Accepted by enabled | Overrides asset checklist_type settings for the entire project |
Behavior and results
Approval status definitions
Status | Meaning | Effect on progression |
|---|---|---|
Approved | Final approval granted at Level 1 | Checklist is fully approved; counts as complete in reports; PDF generation unlocked |
Temporary approved | Conditional approval at Level 1 | Checklist remains open; follow-up required |
Not approved | Rejection at Level 1 | Blocks progression; must be resolved before resubmission |
Accepted | Sign-off at Level 2 | Intermediate confirmation; does not block open issues |
Completed | Sign-off at Level 3 | Intermediate confirmation; does not block open issues |
Role access for signing
Role | Can sign Level 1 (final approval) | Can sign Level 2/3 | Notes |
|---|---|---|---|
Admin | Yes | Yes | Always |
Manager | Yes | Yes | Always |
Consultant | Yes | Yes | Unless restricted by user group setting |
Designer | Depends | Depends | Restricted to Completed by step if Project Settings override is active |
Contractor | Depends | Depends | Restricted to Completed by step if Project Settings override is active |
Sequential checklist dependencies ("Previous must be checked")
The Previous checklist-type must be checked checkbox (visible on the Types: Checklists list, separate from the Approval button) prevents users from starting a checklist of one type until the preceding checklist type is fully approved for the same asset. This works in combination with approval flows to enforce the correct commissioning sequence across multiple checklist types.
Troubleshooting
Problem | Cause | Solution |
|---|---|---|
Cannot grant Level 1 approval - open issues blocking | Open issues are linked to the checklist | Resolve all open issues before attempting Level 1 approval |
Cannot grant Level 1 approval - role blocked | Level 2 or Level 3 are enabled; only Managers and Admins can do Level 1 | Assign the user to Level 2 or Level 3, or ask a Manager/Admin to perform Level 1 |
Level 2 must be done before Level 1 but it shows as unavailable | Level 2 is enabled but Level 3 has not been completed yet | Complete Level 3 first, then Level 2, then Level 1 |
Level 2 or Level 3 not visible on checklist | The level is disabled in the Approval Structure modal | Open Types: Checklists - Approval and enable the level |
Approval structure changes not appearing on existing checklists | Cache or page not refreshed | Reload the page; changes are immediate |
Designer or Contractor cannot approve the checklist | Project Settings Completed by/Accepted by is enabled | Either disable Project Settings overrides, or instruct the user to use the Completed by step first |
Auto-assign notification not sent after signing | No user group is assigned to the next level | Assign a user group to the next level in the Approval Structure modal |
Same person cannot sign multiple levels | "Block same person signing in different levels" is enabled | Disable this global option in the Approval Structure modal, or have a different person sign the next level |
Cannot find the Checklists tab in Project Settings | The tab may be named differently in your version | Navigate to Project settings and look for the QA/Checklists tab - the URL anchor is |
Quick facts
- Requires: Project role Manager or higher to configure; any assigned role to perform approvals as configured
- Location (primary): Asset module - Types: Checklists - click Approval button
- Location (template defaults): Template Center - open a template - Approval flow section
- Location (project override): Project settings - Checklists tab - Approval workflows section
- Affects: Checklist sign-off workflow, role restrictions per step, PDF generation eligibility, progression between checklist types, and team notifications on level completion
Updated on: 07/08/2026
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