Approvals: Project Administrator Guide

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

In 4HSE, when a Supplier, as the recipient of a Procedure, issues a certificate, it is subject to an approval process. The certificate issued by the supplier does not immediately validate the associated Action, which changes to Valid status only after review and confirmation by a project manager (Admin or Manager).

1. Assigning a Procedure to a Supplier

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

• drafting of a DUVRI;
• specific maintenance activities;
• technical inspections carried out by external parties.

In 4HSE, a supplier can be assigned only Actions of type Procedure.

2. Receiving an Approval Request

When the supplier, after completing the assigned preventive action, issues a certificate and associates it with that preventive action, 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

When an approval request is created, the project manager receives an automatic notification.

The Approvals icon is available on the Desktop and provides access to the list of approvals to manage.

For each request, the manager can review:

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

After verification, the manager can proceed in one of the following ways:

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

• 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 notification with the negative outcome and must submit a new 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 available;
• the Supplier receives a notification with the outcome of the request (Accepted or Rejected), including any notes.

Managing Approval Requests

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

The list shows the complete history of steps for each request, allowing full traceability of the approval process.

Search Filters

The search panel includes the following filters:

• Text search

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

• In Progress

• Completed

• Step: filters individual phases of the approval process:

• New

• Approved

• Rejected

It is important to distinguish between step and status:

• 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, organized into tabs:

• Details: shows specific information about the approval.

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

• Attachments: displays files attached to the approval, such as certificates submitted 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 status New is generated
• the request is In Progress

2. The project manager approves the request

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

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

List Columns

The approvals list includes the following columns:

Column	Description
Name	Approval name, generally composed of “Approval” + the Action name.
Step	Process phase: New, Approved, or Rejected.
Status	Overall request status: 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

See the guide Supplier Management