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Set up approvals in a project

How to set up approvals in a project, and on a form in the global library.

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Written by Onetrace
Updated this week

Approvals in Onetrace provide a structured quality assurance process to help teams maintain industry standards and compliance across every project. By setting up approval stages, you can ensure accountability, streamline workflows, and create a transparent audit trail for internal and external reviews.

  • Maintain compliance and quality standards by assigning structured approval stages for supervisors, managers, and clients.

  • Streamline collaboration and accountability with multi-level sign-offs, bulk approvals, and flexible approver assignments.

  • Ensure transparency and audit readiness through auto-timestamped approval histories and clear reporting for third-party reviews.


Set up approvals in a project

How to add approvals:

  1. Navigate to Projects from the left-hand sidebar

  2. Select the Project you would like to set up approvals for

  3. Head to Project Setup in the top right-hand corner

  4. Select Approvals from the drop-down

  5. Click the + Add Stage button

  6. Add the title of your new approval stage.

  7. Add a declaration that you wish the approver to sign

  8. Using the dropdown menu to assign the users who can sign the approval. If you don’t see the user within the dropdown, you will need to add them either to the project or invite them to Onetrace

  9. Click the Add Stage button

  10. In the approval options below, choose whether to:

    1. Show on PDF report - select whether to show the approval stage declaration, approver and their signature on a PDF report

    2. Bulk approve/reject - give approvers the option to bulk approve or reject job sheets by using the checkboxes next to select multiple job sheets, then using the toolbar to approve or reject

  11. In the forms section, you can select which ones you would like to add the approval stages to, or if you have many forms that will all need approvals add use the Enable All Forms button

💡 You can allow the Approvers to approve/reject items in bulk. After creating the Approval Stage, you will need to enable approvals on your job forms.

Set up approvals within your form

How to set up approvals in forms:

  1. Choose the Library tab using the left navigation bar.

  2. Click the Forms tab.

  3. Click on the Job Form you wish to enable the approvals for.

  4. Scroll down to switch on the button next to Approvals.

💡 This will prompt all job sheets within this form to go through an approval process.

⚠️ To delete an approval stage, hover over the approval name and use the bin icon on the right to remove.

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