Submitting work for approval

The approval loop

ProMan treats "done" as a review event, not a checkbox. Submitting work, reviewing it, and approving it all happen inside the task. Every step is logged, so nothing slips and nothing can be rewritten after the fact.

Approvals are on by default for tasks with an Accountable person assigned via RACI (see chapter 8). You can also turn on approvals globally for a project in Project → Settings.

Submitting for review

When a task is ready for review, click Submit for review at the top of the task drawer. You’ll be asked for:

• Summary — one or two sentences on what you did.
• Deliverables — optional links, attachments, or commit SHAs.
• Checklist — a few auto-generated checks based on the task template (e.g. "tests pass", "documentation updated").

Submitting flips the task status to In review, emails the reviewers, and creates a Submission record. Any further edits to the task description or fields trigger a second email so reviewers know things changed.

Reviewing

As a reviewer, you get an email and a notification in the app. Open the task and you’ll see the submission at the top with the summary, links, and who submitted it. Three actions are available:

• Approve — the task moves to Done and the submission is locked.
• Request changes — leave a comment and flip the task back to In progress.
• Defer to another reviewer — assigns the review to someone else, useful when you’re not the right person.

The audit trail

Every submission, every approval, every request-changes event is written to the task’s Activity tab as an immutable line. Once written, it cannot be edited or deleted — only appended to. This matters when clients ask "who approved this and when" three months after the fact.

Admins can pull a project-wide approval report from Reports → Approvals. Filters by reviewer, date range, and approval status.

Who reviews what

By default, the Accountable person on a task is the reviewer. If a task has no Accountable, the project’s Manager is the fallback. You can override on a per-task basis in the task drawer under Reviewers.

Only users with at least Member-level org role can be reviewers; viewers can’t approve anything.

Common workflows

• Code review style. Every task requires a submission with a PR link. Reviewer checks out the branch, approves once merged.
• Design review. Submitter attaches the Figma link; reviewer leaves comments, approves when the final is in production.
• Field work. Technician submits with photos and a GPS pin. Site manager approves from their phone.

Turning it off

Not every team needs formal approvals. In Project → Settings → Approvals, you can disable them project-wide. Tasks will then move straight from In progress to Done without the review step.

Next up

Good reviews are good conversations. Next chapter: comments, feedback, and RACI.