Work Order Approvals (Beta)

Work Orders are issued to contractors as instructions to complete specific work, whether you're dealing with maintenance tasks or have received a quote you would like to proceed with.

Work Order Approvals allow additional controls on your expenditure by ensuring others can review work orders above a specified value before approving it and sending to the supplier.

For more information on creating work orders, please refer to Creating Work Orders 

NOTE: This feature is only available for Pro and Enterprise customers. To find out more about Approvals you can contact your Account Manager or leave a contact request here.

Set up a Work Order Approval workflow

Navigate to Approvals

1. Click into 'Settings' via the overflow menu at the top of the screen 
2. Under 'Automation' select 'Approval Workflows'. This page will list any workflows previously created.

Create new workflow

1. Click 'Create a new workflow'
2. Populate the fields on the screen
   • Provide a clear name
   • Add a description (optional)
   • Select the companies the workflow will apply for
   • Select Work Order Approval for the Approval Type
3. Select the Companies you want to apply the approval workflow for
4. 'Create and save'

Set-up the workflow steps

1. Select 'Add a step' to create the first step in your workflow. A modal will open
2. In the modal, give your step a name (optional)

Set the conditions

1. Select the 'Field' on the work order ('Budgeted cost' is the only field supported currently)
2. Select an 'Operator'. For example 'greater than (>)' is a common value
3. Then add the work order value you want the approval flow step to be triggered from
4. Add an additional condition to be met to trigger the workflow if required (optional)

Set the Approvers

1. Choose the Approver the work order will be sent to 
   • The Approvers could be assigned by 'Role', individual 'Users', or a 'Team'
   • NOTE: only those users with permissions for ALL the Companies included in the workflow will be visible

Set an Escalation

This is useful in cases where the first line approver/s may be absent.

1. Add a number of hours to pass before escalating to a second approver
2. Select the escalated Approver/s from the dropdown list. As with choosing the Approvers above, only those Users with permissions in ALL companies selected for the workflow will appear here.
3. Click 'Save'

You can then choose to add another step to your workflow following the same process as above as needed.

Update the workflow status

The workflow will be automatically saved as a draft. To activate the workflow the status needs to be set to 'Published.

* From the dropdown list change the status from 'Draft' to 'Published' and then click 'Save workflow'

Edit or delete a workflow

To edit or delete a workflow, from the 'Approval Workflows' screen, click the menu to the right of the workflow and choose the option,

Submitting a Work Order for approval

Follow the steps to create a Work Order - Creating Work Orders 

When all details are added to the Work Order, you will have the option to;

• 'Save as Draft'.
• 'Save and Approve' (if you have the permission to approve Work Orders)
• 'Save and submit for approval'

NOTE: Saving and Approving here will approve the Work Order and it will not go through the Work Order Approval workflow.

To prevent people approving work orders and by-passing approval workflows, remove the ability to approve work orders.

To submit a Work Order for approval via the workflow, click 'Save a submit for approval' at the bottom of the Work Order screen.

Approve or Reject a Work Order

The person/s in line to review the Work Order will receive an email advising them that a work order is awaiting approval.

1. You can access the work order approval screen in two ways. Either;
   1. Click the link in the Work Order approval email and sign-in to Re-Leased. Or,
   2. From the top menu in Re-Leased, click the overflow menu (the 3 lines) and select 'Approvals' 
2. You will land on the approval screen. Here you can;
   1. Review the details of the work order
   2. Approve or Reject the work order
   3. Leave a comment in the approval step
   4. See a timeline of events through the work order creation and approval process

Approved Work Orders will be listed in the Work Order approvals table as 'Completed'

Work Order Approval permissions

You can control who has the ability to approve work orders via the 'Maintain User Roles' settings.

By default, existing users that can create work orders can approve them without going through an approval workflow.

Under Settings / Company & Users, select 'Maintain User Roles'

1. Select the role you wish to edit permissions for
2. Expand 'Dashboard Permissions'
3. At the bottom of the list, 'Can approve maintenance work orders' can be selected or de-selected depending on your needs.
4. Scroll to the bottom of the page and click 'Save User Role'

If the permission to approve maintenance work orders has been deselected, Users with this role will no longer be able to change the status of a Work Order to 'Approved'.

NOTE: Users added to an approval workflow will be able to approve Work Orders, regardless of this permission.