Configure Multi-Step Checklist Approval Workflows
Overview
How do I configure approval flows for checklist types in CxPlanner?
The approval flow feature in the Asset module allows you to configure sequential sign-off steps for each checklist type by opening the Approval Structure modal from Types: Checklists, which is used to control who signs off at each stage and in what order during commissioning projects.
This guide covers configuring the Approval Structure modal - enabling sign-off steps, setting level names and statuses, restricting sign-off by user group, and understanding how the flow appears to field users. Approval flows are configured exclusively in Types: Checklists - they cannot be changed in Project Settings or the Template Center. For the broader checklist type settings that govern sequencing, recurrence, and notifications in the Asset module, see [Configure checklist type settings in the Asset module]. For guidance on performing a sign-off as a field user, see [Approve or reject a checklist]. Requires project role Manager or higher.
When and why to use this
Approval flows 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 before it counts as approved, with each party having a distinct sign-off responsibility
- What the system does - displays the configured sign-off steps on each checklist, records the status and timestamp for each sign-off, and restricts who can sign at each step
- Limitations - up to three sign-off steps per checklist type; the final sign-off step requires all open issues to be resolved before it can be granted; earlier steps can be completed even when issues remain open
How to configure the approval structure
- Open the Asset module from the left sidebar.
- Navigate to Types: Checklists in the left panel.
- Find the checklist type you want to configure (e.g., Level 1, Level 2).
- Click the Approval button in that row.
The Approval Structure modal opens. It contains a Global Options section at the top and three Sign-off step columns below it.
Global options
Option | What it does |
|---|---|
Block same person signing in different levels (except admin) | Prevents the same user from signing off at more than one step - enforces separation of duties |
Sign-off step columns
Each column is one step in the approval sequence. Columns run left to right - the leftmost column is executed first, the rightmost is the final approval. Enable or disable each step using the toggle at the top of its column.
For each enabled step, configure:
Field | Description |
|---|---|
Level Name | The label shown to users on the checklist for this sign-off step. Defaults: "Complete the checklist" (first), "Accept the checklist" (second), "Approve the checklist" (final). |
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 designated user group when the preceding step is completed. |
Show pop-up to assign to new person after signing | After signing, opens a dialog to reassign the next step to a specific person. |
Allow every assigned (user-group, company, person) to approve instead of only Admin and Manager | Available on the final sign-off step only. When off (default), only Admin and Manager roles can perform the final approval. Enable to allow any assigned user to approve. |
Statuses | The outcome options available at this step. Each status has a name and color and can be individually toggled on or off. |
Click Close to save. Changes take effect immediately on all checklists of that type.
Reset to Standard: The Reset to Standard button restores the default sign-off step names, statuses, and colors.
Behavior and results
Approval status definitions
Status | Meaning | Effect |
|---|---|---|
Approved | Final approval granted | Checklist counts as complete in reports; PDF generation unlocked |
Temporary approved | Conditional approval at the final step | Checklist remains open; follow-up required |
Not approved | Rejection at the final step | Blocks progression; must be resolved before resubmission |
Accepted | Sign-off at an intermediate step | Intermediate confirmation; does not require resolved issues |
Completed | Sign-off at the first step | Intermediate confirmation; does not require resolved issues |
Role access
Role | Final sign-off step | Earlier sign-off steps |
|---|---|---|
Admin | Always | Always |
Manager | Always | Always |
Consultant, Designer, Contractor | Only if "Allow every assigned..." is enabled | Yes, unless restricted by user group setting |
Troubleshooting
Problem | Cause | Solution |
|---|---|---|
Cannot complete the final sign-off - blocked by open issues | Open issues are linked to the checklist | Resolve all open issues before attempting the final sign-off |
Cannot complete the final sign-off - role not permitted | Only Admin and Manager can perform the final sign-off by default | Ask a Manager or Admin to approve, or enable "Allow every assigned..." on the final step column |
A sign-off step is not visible on the checklist | The step is disabled in the Approval Structure modal | Open Types: Checklists - click Approval - enable the step toggle |
Approval structure changes not appearing on existing checklists | Page not refreshed | Reload the page; changes take effect immediately |
Same person cannot sign multiple steps | "Block same person signing in different levels (except admin)" is enabled | Disable this global option in the Approval Structure modal, or have a different person sign each step |
Cannot find the Approval button | Viewing a checklist rather than Types: Checklists | Navigate to Asset module - Types: Checklists and click Approval on the checklist type row |
Quick facts
- Requires: Project role Manager or higher to configure; assigned role or user group to perform sign-offs
- Location: Asset module - Types: Checklists - click Approval button on the checklist type row
- Affects: Checklist sign-off workflow, role restrictions per step, open issue enforcement on final approval, PDF generation eligibility
Updated on: 07/20/2026
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