Task approval workflows

Require sign-off before a task counts as done: from the project manager, the client, or any specific person, with signatures and an audit trail. Build it as an automation rule; no code.

How it works

1. An employee marks a task complete (or moves it to any status you choose).
2. The rule intercepts: the task is held in Waiting Approval and an approval flow starts.
3. The approver gets an email with a personal signing link (teammates also get an in-app alert; clients see it in their portal under Your action items).
4. Approved: the task moves to Completed automatically, with a comment naming the approver and linking the audit trail.
5. Changes requested: the task moves back for rework, and the reviewer's reason is posted as a comment on the task.

Setting it up

1. Go to Work > Automations > New automation.
2. Trigger: A task status changes. Condition: Status is Completed (or the status that should require review).
3. Action: Request task approval, then choose the approver:
   • Project manager: the project's assigned admin approves.
   • Project client: the client on the task's project approves, from their portal or signing link.
   • Specific person: any teammate you pick.
4. Optionally add a second approver who signs after the first (sequential), e.g. manager first, then client.

Making it a custom workflow

Because it is a normal automation rule, you compose it like one:

• Add a project condition to require approval only on certain projects.
• Add a priority condition to review only high-priority work.
• Create different rules per project with different approvers: that is a custom approval workflow per client.

Good to know

• One live approval per task: re-completing a held task never stacks flows.
• The approval itself is a full approval flow: viewed/signed timestamps, IP, signature and comment are all recorded.
• Approval-driven completion deliberately does not re-trigger status rules, so approval loops cannot happen.
• The lightweight stock behavior (employee sends for approval manually, admin approves) still exists; rules-based approvals replace it wherever a rule matches.