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Create a new approval workflow template - Short video

Sjaak Velthoven avatar
Written by Sjaak Velthoven
Updated this week

In this tutorial, you will learn how to create a new approval workflow template in Catenda Hub.

1. Introduction

Before you start, ensure you have the necessary permissions to configure workflows and know the teams involved in the approval process.

Introduction

2. Go to the Documents section

Go to the documents section to open the main document management area, where you can access various settings and workflows.

Go to the Documents section

3. Access the Settings section

Acces the Settings section to open the configuration options for your documents and workflows.

Access the Settings section

4. Go to the Approvals section

Go to the Approvals section to access the approval settings and workflow templates.

Go to the Approvals section

5. Click here to configure workflows

Click here to configure workflows to manage and create approval workflow templates.

Click here to configure workflows

6. Click here

Press the plus button to start creating a new approval workflow template.

Click here

7. Specify the name of your new workflow template

Specify the name of your new workflow template to clearly identify this workflow for future use.

Specify the name of your new workflow template

8. Set the start time

Set the start time for when the approval process should begin.

Set the start time

9. Click "09"

Click "09" to select 9 AM as the start time for the workflow.

Click '09'

10. Click here

Click the field to add submitters who will initiate the approval process.

Click here

11. Select @Construction Workshop

Select the @Construction Workshop team as submitters for the workflow.

Select @Construction Workshop

12. Click here

Click here to assign teams responsible for reviewing the submissions.

Click here

13. Start typing to find your team

Start typing to filter and find the contractor team.

Start typing to find your team

14. Select @Contractor

Select the @Contractor team as reviewers in the workflow.

Select @Contractor

15. Set the review period for the contractor team

Set the review period for the contractor team.

Set the review period for the contractor team

16. Fill "3"

Fill "3" to allow three working days for the contractor team to complete their review.

Fill '3'

17. Activate the auto-approve feature

Check this box to enable auto-approve to prevent bottlenecks. Documents will automatically receive approved reviews on behalf of teams that haven't responded by the due date.

Activate the auto-approve feature

18. Add a step

Add a step to include another review stage in the workflow.

Add a step

19. Click here

Click here to assign the next team responsible for review.

Click here

20. Start typing to filter and find the ARC team.

Start typing to filter and find the ARC team.

Start typing to filter and find the ARC team.

21. Select @ARC

Select the @ARC team as reviewers in this step.

Select @ARC

22. Set the review period for the architecture team.

Set the review period for the architecture team.

Set the review period for the architecture team.

23. Fill "2"

Fill "2" to allow two working days for the ARC team to complete their review.

Fill '2'

24. Activate the auto-approve feature

Check this box to enable auto-approve to prevent bottlenecks.

Activate the auto-approve feature

25. Add a workflow step

Add a step by repeating the same process as described previously to include another review stage in the workflow. You can add as many steps as needed for your workflow.

Add a workflow step

26. Assign the final approval team

Click here to assign the final approval team.

Assign the final approval team

27. Start typing to filter and find the client team.

Start typing to filter and find the client team.

Start typing to filter and find the client team.

28. Click @Client

Click @Client to add the client team as the final approvers.

Click @Client

29. Set the review period for the client team.

Set the review period for the client team.

Set the review period for the client team.

30. Fill "3"

Fill "3" to allow three working days for the client team to approve the submission.

Fill '3'

31. Define the document status after approval.

Click here to define the document status after approval.

Define the document status after approval.

32. Select the Published status

Click on Published to set the document status to published once approved.

Select the Published status

33. Define the document status after rejection.

Click here to define the document status after rejection.

Define the document status after rejection.

34. Select the Shared status

Click on Shared to set the document status to shared if rejected.

Select the Shared status

35. Click on Submit

Click on the Submit button to save and activate the new approval workflow template.

Click on Submit

36. Find your New approval workflow template on your workflow's list

You can now find your new approval workflow template on your workflow's list

Find your New approval workflow template on your workflow's list

You have successfully created a new approval workflow template with multiple review steps and assigned teams. Verify the workflow by reviewing the template name, assigned teams, review periods, and statuses. Next, you can apply this workflow to your projects or customise additional templates as needed.

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