Multi-Step Checklist Approval Workflow with "Completed by" and "Accepted by"

Overview

How do I require both “Completed by” and “Accepted by” steps for checklist approval?

CxPlanner allows you to add an extra layer of approval for checklists by enabling the Completed by and Accepted by settings. This is particularly useful in industries like oil & gas where multiple signatures or review steps are required before a checklist can be approved.

Only users with the project role Admin can enable this setting.

When enabled, only Managers and Admins can fully approve checklists.

When and why to use this

Use this setting when your workflow requires separate responsibilities for completing and accepting a checklist, such as field validation followed by technical or quality assurance review.

Used in ITRs and checklists requiring dual sign-off
Adds a two-step approval flow: Step 1: “Completed by” for initial submission, Step 2: “Accepted by” for final approval
Limits approval rights for Designer and Contractor roles
Ensures traceability and accountability in approvals

Steps to enable the setting:

Go to Project Settings → Checklists.
Enable the Completed by setting.
(Optional) Enable the Accepted by setting (requires “Completed by” to be active).
Assign the checklist to a user or their company.

Behavior and results

When the setting is enabled:

Designer and Contractor roles can only complete the checklist via the Completed by button.
After this step, the checklist enters a state where it awaits final approval.
If Accepted by is enabled, it must be completed next.
Final Approve/Reject buttons are only visible to Consultant, Manager, or Admin roles.

Role	"Completed by"	"Accepted by"	Approve/Reject
Contractor / Designer	✅	✅	❌
Consultant	✅	✅	❌
Manager / Admin	✅	✅	✅

Admins and Managers can override and bypass these steps at any time.

Example scenarios

1. Awaiting “Completed by”

Awaiting completed by

2. “Completed by” clicked, awaiting acceptance

Completed by clicked

3. Checklist rejected after “Completed by”

Rejected after completed by

Troubleshooting

Problem	Cause	Solution
Can't see “Completed by” button	User does not have checklist assigned	Assign checklist to user or company
Can't approve the checklist	User role is Contractor or Designer	Use a user with Consultant role or higher
“Accepted by” not shown	“Completed by” not yet completed	Wait for step 1 to be completed
Want to bypass the flow	User must be Admin or Manager	Use override to approve checklist directly

Quick facts

Requires: Project role Admin (to enable)
Location: Project Settings → Checklists
Affects: Checklist workflows, user permissions, approval flow

Updated on: 07/25/2025

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