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Custom statuses- Approving/declining the work order

This article focuses on the approval/decline flow of the work order

Updated this week

  • Submit a work order for approval -

Note -

  • If a work order status needs approval, the approval is needed for work order to move out that particular status and get into the subsequent status.

  1. In a work order flow, if there is any work order status that needs approval (for the work order to move out of that status'), click on ‘Request approval’ button

2. From ‘request approval’ modal, user needs to select the approver

Note -

  • Approver list is displayed according to the roles that have been set up while creating the work order status.

3. Click on Save

4. Approver receives an email to let them know that there is a work order pending for their approval

  • Send reminder to approver to remind them to review a work order -

  1. Once 3 days have passed since assignee submitted a work order for approval, assignee can send a reminder to approver selected.

2. Click on ‘Send reminder’ button which sends an email to the approvers.

Note -

  • After 3 days have passed, assignee can send multiple reminders

  • Change approver -

If a work order has been pending approval from an approver for a while, the assignee has an option to change approver.

  1. Navigate to Actions button

2. From ‘request approval’ modal, user needs to select the approver

Note -

  • Approver list is displayed according to the roles that have been set up while creating the work order status.

3. Click on Save

4. Approver receives an email to let them know that there is a work order pending for their approval

  • Approving a work order -

For approving a work order, there are a several pre-requisites.

  • Business should have a custom work order status set to approval required

  • Assignee of the work order should request approval from Manager/Team Manager/Admin (Relevant role according to admin settings)

How to know if a work order is pending approval from you -

There are various ways to find this out

  1. Navigate to Pending approval tab and if there is a work order listed under there, that means it is pending approval in your queue.

2. Navigate to work order details page and look at the notification on the top of the page

  • Approve a work order -

  1. To approve a work order, click on ‘Actions’ button on the top right of the work order details page

  2. Click on ‘Mar as <Next status>’ button from the drop down

3. On Approve work order modal, review all the details and click on ‘Approve’

Note -

  • Once the work order has been approved, it will move to the next work order status automatically

Decline a work order -

  1. To decline a work order, click on ‘Actions’ button on the top right of the work order details page

  2. Click on ‘Decline button from the drop down

3. On the decline modal, review all the details and enter the reason for decline

Note -

  • Once the work order has been declined, it stays in the same work order status

How to know if a work order assigned to you has been declined -

There are various ways to find this out

  1. Navigate to Declined tab on work order list page and if there is a work order listed under there, that means it has been declined

2. Navigate to work order details page and look at the notification on the top of the page

3. Assignee then can review the reason to decline, update the work order accordingly and then submit for reapproval.

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