📋 Pocket Project - Approval Workflows Guide

📋 Pocket Project - Approval Workflows Guide.md

📋 Pocket Project - Approval Workflows Guide

Understanding how approvals work in the system

This guide explains the approval workflows for key items in Pocket Project.

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Overview

Several items in Pocket Project require approval before they take effect:

1. Daily Logs - Site diary entries
2. Claims - Requests for additional payment
3. Extensions - Requests for additional time
4. Payments - Payment processing

Each follows a similar workflow pattern but with different outcomes.

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1. Daily Log Approval Workflow

The Process

┌─────────────┐    ┌─────────────┐    ┌────────────────┐    ┌──────────────┐
│   DRAFT     │───▶│  SUBMITTED  │───▶│  UNDER REVIEW  │───▶│   APPROVED   │
└─────────────┘    └─────────────┘    └────────────────┘    └──────────────┘
                                              │                     
                                              │              ┌──────────────┐
                                              └─────────────▶│   REJECTED   │
                                                             └──────────────┘

What Happens at Each Stage

Stage	Who Does It	What Happens
Draft	Site Staff	Log is being prepared, can be edited freely
Submitted	Site Staff	Log sent for approval, editing locked
Under Review	Supervisor	Supervisor reviews the log
Approved	Supervisor	Log becomes official record ✓
Rejected	Supervisor	Log returned for corrections ✗

If Rejected

1. Review the rejection reason
2. Make necessary corrections
3. Resubmit the log

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2. Claims Approval Workflow

The Process

┌─────────────┐    ┌─────────────┐    ┌────────────────┐    ┌──────────────────────┐
│   DRAFT     │───▶│   PENDING   │───▶│  UNDER REVIEW  │───▶│      APPROVED        │
└─────────────┘    └─────────────┘    └────────────────┘    └──────────────────────┘
                                              │                     
                                              ├─────────────▶┌──────────────────────┐
                                              │              │ PARTIALLY APPROVED   │
                                              │              └──────────────────────┘
                                              │                     
                                              └─────────────▶┌──────────────────────┐
                                                             │      REJECTED        │
                                                             └──────────────────────┘

What Happens at Each Stage

Stage	Who Does It	What Happens
Draft	Claimant	Claim being prepared
Pending	Claimant	Claim submitted, awaiting review
Under Review	Reviewer	Claim being assessed
Approved	Approver	Full amount accepted ✓
Partially Approved	Approver	Some amount accepted ⚡
Rejected	Approver	Claim denied ✗

Impact When Approved

Project Contract Sum = Original Amount + Approved Claim Amount

Example:
  Original Contract:     $1,000,000
  Approved Claim:        $   50,000
  ───────────────────────────────────
  New Contract Sum:      $1,050,000

If Partially Approved

• Check the Approved Amount (less than requested)
• Review Approver Comments for explanation
• Consider if additional claim is warranted

If Rejected

• Review the Rejection Reason
• Gather additional supporting evidence
• Consider resubmitting with better justification

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3. Extensions Approval Workflow

The Process

┌─────────────┐    ┌─────────────┐    ┌────────────────┐    ┌──────────────────────┐
│   DRAFT     │───▶│   PENDING   │───▶│  UNDER REVIEW  │───▶│      APPROVED        │
└─────────────┘    └─────────────┘    └────────────────┘    └──────────────────────┘
                                              │                     
                                              ├─────────────▶┌──────────────────────┐
                                              │              │ PARTIALLY APPROVED   │
                                              │              └──────────────────────┘
                                              │                     
                                              └─────────────▶┌──────────────────────┐
                                                             │      REJECTED        │
                                                             └──────────────────────┘

What Happens at Each Stage

Stage	Who Does It	What Happens
Draft	Requester	Extension request being prepared
Pending	Requester	Request submitted, awaiting review
Under Review	Reviewer	Request being assessed
Approved	Approver	Full duration granted ✓
Partially Approved	Approver	Some duration granted ⚡
Rejected	Approver	Request denied ✗

Impact When Approved

Project Completion Date = Original Date + Approved Extension

Example:
  Original Completion:   March 1, 2025
  Approved Extension:    14 days
  ───────────────────────────────────
  New Completion:        March 15, 2025

If Partially Approved

• Check the Approved Duration (less than requested)
• Review Approval Notes for explanation
• Adjust project schedule accordingly

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4. Payments Approval Workflow

The Process

┌─────────────┐    ┌─────────────┐    ┌────────────────┐    ┌──────────────┐
│   PENDING   │───▶│  SUBMITTED  │───▶│  UNDER REVIEW  │───▶│   APPROVED   │
└─────────────┘    └─────────────┘    └────────────────┘    └──────────────┘
                                              │                     
                                              │              ┌──────────────┐
                                              └─────────────▶│   REJECTED   │
                                                             └──────────────┘

What Happens at Each Stage

Stage	Who Does It	What Happens
Pending	Requester	Payment request created
Submitted	Requester	Request sent for approval
Under Review	Approver	Payment being verified
Approved	Approver	Payment authorized ✓
Rejected	Approver	Payment denied ✗

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Who Can Approve What?

Approval Permissions by Role

Item	Super Admin	Admin	Project Manager	Others
Daily Logs	✓	✓	✗	✗
Claims	✓	✓	✗	✗
Extensions	✓	✓	✗	✗
Payments	✓	✓	✗	✗

📝 Note: Project Managers can create and submit items but cannot approve them. This separation of duties ensures proper oversight.

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Best Practices for Approvals

For Submitters

1. Complete All Fields - Incomplete submissions delay approval
2. Provide Evidence - Attach supporting documents
3. Be Clear and Concise - Explain the justification clearly
4. Follow Up - Check status if approval is delayed
5. Respond Quickly to Rejections - Address issues promptly

For Approvers

1. Review Promptly - Don't let items backlog
2. Be Consistent - Apply the same standards to all
3. Provide Feedback - Explain rejections clearly
4. Check Documentation - Verify supporting evidence
5. Consider Implications - Understand the impact of approval

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Common Questions

Q: How long should approvals take? A: This depends on your organization's policies. Typically 1-5 business days.

Q: Can I cancel a submitted item? A: You can withdraw items that haven't been approved yet.

Q: What if I disagree with a rejection? A: Discuss with the approver, provide additional evidence, and resubmit if appropriate.

Q: Can approval be reversed? A: Generally no. Once approved, items affect project totals. Contact admin for exceptional cases.

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Visual Status Reference

Color Coding in Lists

Status	Color	Icon
Draft	Grey	⬜
Pending/Submitted	Yellow	🟡
Under Review	Blue	🔵
Approved	Green	🟢
Partially Approved	Orange	🟠
Rejected	Red	🔴

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Understanding these workflows helps you submit better requests and track their progress effectively.