Configure Multi-Step Checklist Approval Workflows
Overview: multi-step checklist approval
The approval flow in the Asset module lets you configure sequential sign-off steps for each checklist type from Types: Checklists - Approval Structure, which is used to control who signs at each stage and in what order.
Approval flows are configured only in Types: Checklists, not in Project Settings or Template Center. For Project Settings Completed by and Accepted by workflows, see Approval workflows on checklists.
- Your role must be Manager or higher.
- You can find the menu at Asset module - Types: Checklists - Approval on the checklist type row.
- This changes checklist sign-off workflow, role restrictions per step, open-issue enforcement on final approval, and PDF generation eligibility.
How to configure the approval structure
- Open the Asset module from the left sidebar.
- Go to Types: Checklists.
- Find the checklist type to configure, for example Level 1 or Level 2.
- Click Approval in that row.
The Approval Structure modal opens with Global Options at the top and three Sign-off step columns below.
Global options
Option | What it does |
|---|---|
Block same person signing in different levels (except admin) | Prevents the same user from signing at more than one step |
Sign-off step columns
Columns run left to right. The leftmost column runs first. The rightmost column is final approval. Enable or disable each step with the toggle at the top of its column.
Field | Description |
|---|---|
Level Name | Label shown on the checklist. Defaults: Complete the checklist, Accept the checklist, Approve the checklist. |
Restrict sign-off to User Group | Limits who can sign this step. Leave blank to allow any eligible user. |
Auto-assign to this user-group when a previous level is signed | Assigns the group when the previous step completes. |
Show pop-up to assign to new person after signing | Opens a reassignment dialog after signing. |
Allow every assigned (user-group, company, person) to approve instead of only Admin and Manager | Final step only. When off, only Admin and Manager can final-approve. |
Statuses | Outcome options for the step, each with name and color. |
- Configure each enabled step.
- Click Close to save. Changes apply immediately.
- Optionally click Reset to Standard to restore default names, statuses, and colors.
Results: multi-step checklist approval
Status | Meaning | Effect |
|---|---|---|
Approved | Final approval granted | Checklist counts as complete; 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 until resolved |
Accepted | Intermediate sign-off | Does not require resolved issues |
Completed | First-step sign-off | Does not require resolved issues |
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 |
Troubleshooting: multi-step checklist approval
Problem | Cause | Solution |
|---|---|---|
Final sign-off blocked by open issues | Open issues are still linked to the checklist | Resolve or close every open issue on the checklist, then try final sign-off again |
Final sign-off blocked by role | Only Admin and Manager can final-approve by default | Ask a Manager or Admin to approve, or enable Allow every assigned on the final step |
Sign-off step missing on the checklist | Step is disabled in Approval Structure | Open Types: Checklists - Approval - enable the step toggle |
Changes not visible on existing checklists | Page not refreshed | Reload the page. Changes take effect immediately after Close |
Same person cannot sign multiple steps | Block same person signing is enabled | Disable that global option, or have a different person sign each step |
Approval button not found | You are viewing a checklist, not Types: Checklists | Go to Asset module - Types: Checklists and click Approval on the type row |
Updated on: 07/26/2026
Thank you!