Skip to main content
Conga Support

Approving a Workflow Step

A workflow step that needs to be approved may require the approval of a single individual or more than one person. If the step is approved, the workflow continues to the next step. If the step is declined, the workflow returns to a previous step or is halted.  Based on the reason(s) the user provides for declining the step, adjustments can be made, allowing the step to be resubmitted for approval.

  If more than one person is assigned to an approval step, but only one person's approval is needed to complete the step, Novatus sends an email to the other approvers, advising them that the step has already been completed.

A workflow step can be approved (or declined) from three locations: Email Message from Novatus, Active Workflow Items Portlet, and Workflow Profile (Workflows) screen.

Email Message

In the email message sent from Novatus Workflow:

1.   (Optional) Review additional information before approving the step using the Go To Workflow, Go To Contract, and/or Go To Company links.

2.  Click the Icon ApproveEM or  Icon DeclineEM link.

  • If you select the Approve link, a reply email message displays with Approve Workflow Step as the subject, and Approved in the body of the email message.  Click Send.
    • (Optional) Add notes on approving the step to the body of the email message by positioning your cursor under the word "Approved" and entering your text.  Do not remove the word "Approved" from the message or the email will not be sent successfully, and the step will not be approved.
  • If you select the Decline link, a reply email message displays with Decline Workflow Step as the subject, and Declined in the body of the email message.  Click Send.
    • (Optional) Add your reason(s) for declining to approve the step to the body of the email message by positioning your cursor under the word "Declined" and entering your text.  Do not remove the word "Declined" from the message or the email will not be sent successfully, and the step will not be declined.

Active Workflow Items Portlet

From the Active Workflow Items portlet in your Dashboard:

1.  Click the My Steps or My Workflow Steps tab, and locate the step that needs to be approved.

2.  (Optional) Review additional information for the workflow by clicking on the step record to access the Workflow Profile.

3.  Click the step's  icon to approve the step, or click to decline the step.

  • If you click ,  the Item Complete prompt displays with the word "Approved" in the Step Completion Notes field.  Click Submit.
    • (Optional) Supplement the Approved text in the Step Completion Notes field by clicking in the field, positioning your cursor under the existing text, and entering your information.  Do not remove the word "Approved" from the field, or the step will not be approved.
  • If you click , the Item Complete prompt displays.  Enter your reason(s) for declining to approve the step in the Step Completion Notes field.  Click Submit.

Workflow Profile or Workflows Screen

1.  Open the Contract, Company, or Project Profile containing the workflow with the step that needs your approval.

2.  In the Contract or Company Profile, click Workflows in the toolbar.

  • In the Project Profile, click the Workflows link.

3.  In the Workflows section of the contract or company Workflow Profile screen, locate the workflow containing the approval step, and click on it to refresh the screen and display all steps in the workflow.

  • In the Project Profile, click on the workflow in the Workflows screen.

4.  Locate the step that needs your approval, and click the step's  icon to approve the step, or click to decline the step.

  • If you click ,  the Item Complete prompt displays with the word "Approved" in the Step Completion Notes field.  Click Submit.
    • (Optional) Supplement the Approved text in the Step Completion Notes field by clicking in the field, positioning your cursor under the existing text, and entering your information.  Do not remove the word "Approved" from the field, or the step will not be approved.
  • If you click , the Item Complete prompt displays.  Enter your reason(s) for declining to approve the step in the Step Completion Notes field.  Click Submit.