Approvals

The Approvals system is a feature designed to ensure maximum control over certifications and documents entered by parties external to the project.

In 4HSE, the issuance of certificates by a supplier, acting as the recipient of a Procedure, is subject to an approval process. The certificate issued by the supplier does not immediately make the Action valid; it only moves to the Valid status after review and confirmation by a project manager (Admin or Manager).

Guide for the Project Administrator

1. Assigning a Procedure to a supplier

The project Manager can assign a Procedure to a supplier, for example, to request the execution of:

• drafting of the DUVRI (Single Interference Risk Assessment Document);
• specific maintenance activities;
• technical inspections carried out by external parties.

In 4HSE, a supplier can only be the recipient of Procedure-type Actions.

2. Receiving an approval request

When the supplier, after performing the assigned prevention action, issues a certificate and associates it with the prevention action itself, the system automatically generates an approval request.

The associated Action is not updated immediately; its status remains unchanged until the review process is completed.

3. Review and outcome

Upon the creation of an approval request, the project manager receives an automatic notification.

The Approvals icon is available on the Desktop and allows access to the list of approvals to be managed.

For each request, the manager can examine:

• the certificate data;
• the attachment uploaded by the supplier.

Following the verification, they can proceed in one of the following ways:

• Accept: the approval is confirmed, the certificate is validated, and the action in the schedule moves to the Valid status. The supplier receives a positive outcome notification.

• Reject: if the documentation is incorrect or incomplete, the request is rejected. It is recommended to provide a reason in the notes field. The supplier receives a negative outcome notification and must repeat the approval request.

Guide for the Supplier

Accessing the Supplier Profile

Once the activity required by the Procedure is completed, the supplier must access their supplier profile from the Suppliers list (icon on the Desktop). From there, they can proceed with issuing the certificate and the subsequent approval request to the project manager.

Creating an approval request

When a supplier associates a certificate with a prevention action assigned to them, the system creates an approval request.

There are three main scenarios:

1. Certificate from the supplier’s schedule

• The supplier selects a certificate directly from their schedule;
• The association with the action is automatic;
• The system immediately generates the approval request;
• The user is prompted to upload the certificate file to complete the approval request.

2. Certificate created from the “Certificates” menu

• The supplier creates a new certificate from the Certificates menu;
• They must select the certificate and associate the prevention action assigned to them;
• Only at this point is the approval request created.

3. Certificate without file or without association

• If the certificate is created from the schedule but the approval request process is canceled or the required certificate file is not uploaded, the approval request is not completed.
• In this case, the supplier must access the Certificates menu, select the certificate that was created even though the approval request was not sent, link it to the action, and follow the guided procedure to complete the request.

Note

In summary: the approval request is only created when a certificate is linked to an action.

2. Waiting for approval

After saving the certificate, the Action is not considered valid until it is reviewed by the project manager.

The supplier will receive an automatic notification with the outcome of the approval request.

Notifications and communications

Each phase of the workflow is supported by an automatic notification system:

• the Project Manager receives a notification when a new approval request is present;
• the Supplier receives a notification with the outcome of the request (Accepted or Rejected), including any notes.

Managing approval requests

The Approvals interface allows the involved parties to view and manage all sent or received approval requests.

The list shows the complete history of steps for each request, allowing the entire approval process to be tracked.

Search Filters

The following filters are available in the search panel:

• Text search

• Status: filters requests based on the overall process status:

• In progress

• Completed

• Step: filters individual stages of the approval process:

• New

• Approved

• Rejected

It is important to distinguish between status and step:

• the step represents a single action within the approval process;
• the status indicates the overall condition of the request.

Approval details

Clicking on a row in the list opens the details section, divided into tabs:

• Details: shows specific information about the approval.

• Events: lists all steps performed, indicating who performed the action, the type of step, the date, and any notes. For example:

• Attachments: shows the files attached to the approval, such as the certificates required for validation.

Each approval corresponds to one row in the list.

When created, the initial step is “Creation” and the status is “In progress”.

At the end of the process, for example after approval, the row shows the step “Approved” and the status “Completed”. All historical details of step changes and attachments are available in the Events tab.

Workflow Example

1. The supplier creates an approval request

• a step with New status is generated
• the request is In progress

2. The project manager approves the request

• a new step with Approved status is generated
• the request moves to the Completed status

In case of rejection, a step with Rejected status is generated.

List columns

The approvals list includes the following columns:

Column	Description
Name	Name of the approval, generally composed of “Approval” + the Action name.
Step	Phase of the process: New, Approved, or Rejected.
Status	Overall status of the request: In progress or Completed.
Requested by	Email address of the user who performed the step (creation, approval, or rejection).
Dates	Creation and modification dates of the step.

Tip

Consult the guides Supplier Management