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Associating a New or Existing Approval Process with Work

You can associate approval processes with any project, task, or issue where you have Manage access. You can associate the following kinds of approval processes:

  • Existing global approval processes as they are (without modifying them)
    By default, only system administrators can create global approval processes. If your system administrator has granted you rights to create approval processes at the global level, you can create them as described in "Creating Approval Processes." 
  • Existing global approval processes that you modify (modifications apply only to the object you are associating the approval process with)
  • Single-use approval processes that you create (single-use approval processes apply only to the object you are associating the approval process with)

The association of approval processes with an object is not recorded in the update stream of the object.

Each approval process corresponds with a status option in the Workfront system. When you change the status of a work item, an attached approval for that status requires the status change to be confirmed before the new status can be assigned to the item. 

IMPORTANT Consider the following when attaching approvals to an item:

  • You must create the item before the approval can be associated with it. 
  • When you attach an approval process to an item for a status that has passed, the approval process will not be triggered and no notifications are sent for the approvers.
  • When you attach an approval process to the first status of an item (by using a template for tasks and projects and by using the Queue Setup settings for issues), the approval process will be bypassed if the submitted approval is recalled. In this case, the approvers do not receive any notifications. 
    For more information about recalling approvals, see "Viewing Approvals."

The following sections describe the different methods of associating an approval process to a project, task, or issue:

Associating an Existing Global Approval Process

The system administrator creates global approval processes for your use. You can associate these global approval processes to your projects, tasks, and issues.

NOTE You cannot associate an approval process with a parent task. The Approvals tab is not available for parent tasks. 

You can modify a global approval process to meet your specific needs, as described in "Modifying an Existing Global Approval Process."

To associate an existing global approval process with a project, task, or issue:

  1. Navigate to the work item for which you want to associate an approval process. Approvals can be associated with projects, tasks, and issues. 
  2. Click the Approvals tab. 
    The Approvals tab might be located in the More drop-down menu.
  3. In the Use an existing approval process drop-down menu, select the global approval process you want to associate with the project, task, or issue.
    The approval process you select is displayed.
  4. (Optional) You can modify the global approval process to suit any specific needs of the project, task, or issue where you are associating it. For more information, see "Modifying an Existing Global Approval Process."
  5. Click Save.

Modifying an Existing Global Approval Process to Be Used on a Specific Object

Global approval processes are created by the system administrator, as described in "Creating Approval Processes." You can modify a global approval process to suit any specific needs of the project, task, or issue where you are associating it. When you modify a global approval process, it becomes a single-use approval process that can be used only on the object where you modified it. The global approval process remains unchanged.

NOTE Consider the following limitations when modifying a global approval process:

  • The approval process is modified only for the project, task, or issue you are associating the approval process with.
  • Any future changes made by the system administrator to the original global approval process are not reflected on the global approval process that you modified.

To modify an existing global approval process:

  1. Add a global approval process to the project, task, or issue, as described in "Associating an Existing Global Approval Process." 
    Ensure that you click Save when adding the approval.
  2. After the global approval process is added, click Edit Approval Process.
    approval_edit_existing.png
  3. Make any changes to the existing approval process. For detailed information about each option, see "Creating Approval Processes."
  4. Click Save, then click Save again to confirm that you want to convert the global approval process to a single-use approval process that is available only on this object.

Creating a Single-Use Approval Process

You can create an approval process on the project, task, or issue where you want it associated. Creating an approval process in this way enables you to create a custom approval process to meet your needs. However, the approval process cannot be associated with other projects, tasks, or issues.

Alternatively, you can modify a global approval process, as described in "Associating an Existing Global Approval Process."

To create a single-use approval process:

  1. Navigate to the work item for which you want to associate an approval process. Approvals can be associated with projects, tasks and issues. 
  2. Click the Approvals tab.
  3. Click New Approval Process.
  4. In the drop-down menu, click Create New Approval Process.
  5. Complete the steps described in "Creating an Approval Process" in "Creating Approval Processes."

Automatically Associating an Approval Process with Work

You can associate an approval process automatically with work using the following workflows:

  • For projects and tasks, you can associate an approval the project or task by using a template. You can attach an existing approval process to the Template Approvals tab or the Template Task Approvals tab. 
    For more information about associating an existing approval with an item, see  "Associating an Existing Global Approval Process."
  • For issues, you can associate an approval with every new issue that is added to the project by associating an existing approval process with a request queue.
    For more information about configuring request queues, see "Creating a Request Queue."