Workflow

The Workflow tab, available in select records within PMWeb, streamlines project management tasks by directing the flow of information and review stages to the relevant project participants. Workflows in PMWeb consist mainly of approval processes tied to various project management tasks like contracts, change orders, submittals, or any other project documentation. A workflow is a defined series of steps, each assigned to different users or roles, outlining how a document or task will proceed from initiation to completion.

For more information on the Workflow tab, see the Submit a Record to Workflow Job Aid.

The Actions section shows which Workflow actions are currently available to you. Depending on the status of the record and your specific permissions, you may have all, some, or none of the following actions shown below available to you:

• Approve: The Approve action in PMWeb's workflow allows users to indicate that the current item, such as a document, task, or request, meets all necessary requirements and can proceed to the next step in the workflow process. Approval advances the workflow to the next designated approver

• Return: The Return action in PMWeb's workflow allows users to send a workflow item back to the original submitter. This is typically used when an approver or reviewer identifies an issue that needs to be addressed before the process can move forward. By returning the item, it gives the responsible person or team the opportunity to make necessary adjustments, ensuring the workflow follows the correct path and that all approvals meet the required standards.

• Reject: The Reject action in PMWeb's workflow allows users to permanently stop the current process and indicate that the submitted item, such as a document, approval request, or task, does not meet the necessary requirements or standards. Unlike the Return action, which allows for revisions, a rejection signifies that the item is not approved and cannot proceed further in the workflow. This action typically requires the submitter to start a new workflow.

• Withdraw: The Withdraw action in PMWeb's workflow allows the original submitter to remove or cancel an item from the workflow process before it is fully approved or rejected. This action is typically used when the submitter needs to make significant changes or no longer wishes to proceed with the current workflow. Withdrawing halts further review or approval, and the item can be revised and resubmitted if necessary.

• Final Approve: The Final Approve action in PMWeb's workflow allows the final approver to indicate the completion of the approval process for a given item, such as a document, task, or request. Once the final approval is granted, the workflow is officially closed, and the item is considered fully authorized.

• Delegate: The Delegate action in PMWeb's workflow allows a user to transfer their approval or review responsibility to another team member. This is typically used when the original approver is unavailable or if a different individual with the appropriate authority or expertise needs to handle the task. Delegating helps ensure the workflow process continues smoothly without delays, as the delegated person assumes responsibility for the next action in the workflow.

• Comment: The Comment action in PMWeb's workflow allows users to add notes, observations, or feedback to a workflow item without directly affecting its approval status or workflow step. This action is typically used to provide context, raise concerns, or ask questions for other stakeholders to consider while the workflow progresses. Comments are recorded alongside the workflow, ensuring transparent communication and a clear record of any discussions or decisions related to the item.

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