Assigning approvers

Each decision and task block in a workflow says who acts on it. You set this in the block's Who acts setting, in the workflow builder.

1. Open the template in the builder and select the decision or task.
2. Under Who acts (approvers), or Who acts (assignees) on a task, choose one of:
   • Specific people
   • Anyone with a permission
   • From the record
3. Complete the setting for that choice, as described below.
4. Select Save changes.

The choices a tool offers depend on the tool, and some tools offer only some of them.

View at full size

Select Add approver, or Add assignee on a task, and choose people. On a decision, the list shows only people who hold the tool's approval permission.

Specific people can be named only on a project template. On an organisation template, the block reads "Specific people are assigned on each project's copy of this template."

The people are fixed when the run starts. If someone leaves the project, the step stays assigned to them and the run doesn't stop.

Choose the permission. When the step is reached, it goes to everyone on the project who holds that permission, in the host organisation and in the company that owns the record. A permission that only the host can hold reaches host staff only, and steps on inspections and procurement go to the host only.

• Bookings: Can manage bookings, Can approve bookings, Can create bookings
• Contract execution: Can approve contract execution, Can create contracts
• Equipment: Can manage equipment, Can create equipment
• Incidents: Can manage incidents, Can create incidents
• Inductions: Can manage inductions, Can create inductions
• Inspections: Can execute inspections
• Method statements: Can manage method statements, Can create method statements
• Observations: Can resolve observations (own organisation), Can manage observations, Can execute inspections (verify/close)
• Passive fire: Can manage passive fire, Can review passive fire
• Permits: Can manage permits, Can create permits
• Procurement: Can edit procurement
• Progress claims: Can approve progress claims, Can submit progress claims
• Safety data sheets: Can manage SDS, Can create SDS
• Site diary: Can manage site diary, Can create site diary entries
• Submittals: Can review submittals, Can manage submittals
• Timesheets: Can manage timesheets, Can create timesheets
• Variations: Can approve variations, Can submit variations

Learn more about how permissions work.

Choose the field on the record that names who acts, such as Submitted by or Submitting organisation. When the field names a company, anyone in that company can act.

The field is read when the step is reached. If a loop comes back to the step after the record has been reassigned, it goes to the new person.

• Bookings: Requested by, Submitting organisation
• Equipment, method statements, permits, safety data sheets: Submitted by, Submitting organisation
• Site diary: Entry author, Submitting organisation
• Timesheets: Sheet author, Submitting organisation
• Inductions: Submitting organisation
• Incidents: Reporter
• Inspections: Assigned inspector
• Observations: Assigned user/organisation, Raised by
• Passive fire: Installed by, Assigned to, Installing organisation
• Submittals: Submittal manager, Responsible contractor
• Progress claims: Claim submitter
• Variations: Variation submitter
• Contract execution: Contract submitter
• Tender packages: Tender package submitter
• Procurement recommendations: Recommendation author

On a decision, When several people are assigned sets how the step moves on:

• First response decides: the first response moves the record on, and the step leaves everyone else's list.
• Positive outcomes need everyone: an approval waits until every person on the step has approved. A negative or neutral outcome, such as a rejection, moves the record on straight away.

Turn on Send reminders on a decision or task to email the people on the step until they act. Set how often under Every, in hours or days, and optionally a limit under At most. With no limit, reminders continue until the step is done.

Being assigned to a step isn't always enough to act on it, and on some tools people who aren't assigned can act.

Tool	Who can act
Progress claims, variations, contract execution, procurement	People assigned to the step who also hold the tool's approval permission
Bookings, equipment, inductions, method statements, observations, permits, safety data sheets, site diary, submittals, passive fire	People assigned to the step who hold the tool's approval permission, and anyone with the tool's manage permission
Incidents, timesheets	People assigned to the step, project administrators and administrators of the host organisation
Inspections	Anyone with Can start and complete inspections

Guests can't decide progress claims, variations or contract execution, and procurement is host only. Guests can complete the revise tasks on contract records.

If a step set to Anyone with a permission or From the record finds nobody, because nobody it can reach holds the permission or the record's field is empty, the step fails. The run follows the block's On failure connection if it has one. Otherwise, the run stops and the record shows Workflow needs attention.

Teralo then emails the host organisation's project administrators and organisation administrators. Fix the cause, such as granting the permission or filling in the field, then select Retry on the record.