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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Create & Manage Approval Templates

  • Updated:

Approval templates allow you to automate your approval workflow and enable users to easily make modifications to items or supporting documents. This article will show you how to create, edit, and delete approval templates.

 

Important Note

Approvals can be based on 3 factors, in this order of priority:

  • First the Item Category,
  • then the Department,
  • and lastly, the Meeting Type

 

If your item approvals are not pulling in properly, it may be due to the approval hierarchy. For instructions on how to update the default approval templates for item categories, departments, and meeting types, view the relevant article(s) below:

 

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Create an Approval Template

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Approval Templates tile
    The Approval Templates tile with a checkmark and circle icon.
  5. Click the New Approval Template button
    A white, rectangular New Approval Template button.
  6. Fill in the Add Approval Template fields
    The fields on the Add Approval Template modal.
    • Approval Template Name (required): Enter a name for the Template
    • Approval Template Notes: Add any internal notes that may be helpful
    • Approvers: Click the Select Approver(s) drop-down and select individual approvers in the order you would like them to approve the item
      Notes:
      • If "Department Approvers" is selected as an approver, the system will add anyone assigned as a Department Approver within the system's Global Settings to the approval workflow.
        The Department Approvers option highlighted under the Approvers list.
      • After approvers have been added, you can drag and drop user names to reorder the approver list.
        An example approver name being dragged and dropped into place.
      • To remove an approver, click the red X icon to the right of the approver name.
        A red X icon that can be clicked to delete an approver from the approval template.
  7. Click the Add New Template button
    A green, rectangular Add New Template button in the bottom-right corner of the Add Approval Template modal.
  8. The approval template has been created

 

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Edit an Approval Template

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Approval Templates tile
    The Approval Templates tile with a checkmark and circle icon.
  5. Click the Edit button (purple pencil icon) to the right of the approval template you wish to edit
    The Edit button for an example approval template.
  6. Update the Edit Approval Template fields as desired
    The fields on the Edit Approval Template modal.
    • Approval Template Name (required): Enter a name for the Template
    • Approval Template Notes: Add any internal notes that may be helpful
    • Approvers: Click the Select Approver(s) drop-down and select individual approvers in the order you would like them to approve the item
      Notes:
      • If "Department Approvers" is selected as an approver, the system will add anyone assigned as a Department Approver within the system's Global Settings to the approval workflow.
        The Department Approvers option highlighted under the Approvers list.
      • After approvers have been added, you can drag and drop user names to reorder the approver list.
        An example approver name being dragged and dropped into place.
      • To remove an approver, click the red X icon to the right of the approver name.
        A red X icon that can be clicked to delete an approver from the approval template.
  7. Click the Save Changes button
    A green, rectangular Save Changes button in the bottom-right corner of the Edit Approval Template modal.
  8. The approval template has been edited

 

Go to Article Navigation

 

Delete an Approval Template

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Approval Templates tile
    The Approval Templates tile with a checkmark and circle icon.
  5. Click the Delete button (red trash can icon) to the right of the approval template you wish to delete
    The Delete button for an example approval template.
  6. Click the Delete Approval Template button on the Delete Approval Template pop-up that appears
    A red, rectangular Delete Approval Template button on the Delete Approval Template pop-up.
  7. The approval template has been deleted

 

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