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Approval Workflow & Progress Bar Guide

PostedDecember 12, 2025
UpdatedDecember 12, 2025
ByChris Tittiger
Guide: Approval Workflow & Progress Bar
What the progress bar means and how approvals move from start → completion.

Overview

The approval workflow routes a renewal through technical and budget review. The progress bar provides a quick visual of where the renewal
is in that process.

What the progress bar represents

  • Step 1 — Open: The renewal is in an editable, pre-workflow state.
  • Step 2 — Approval Started: The workflow has been initiated and approval emails are being used to collect decisions.
  • Pending Change: A special workflow state indicating changes are required before continuing.
  • Rejected: A special workflow end state indicating the renewal was rejected.
  • Tech Approval: Technical approver decision has been recorded (or is currently active in the workflow).
  • Budget Approval: Budget approver decision has been recorded (or is currently active in the workflow).
  • Approved: The renewal is fully approved.
  • Renewed / Cancelled: Final lifecycle outcomes.
Special-state behavior: Pending Change and Rejected only highlight when the renewal’s status is exactly those values.
Otherwise they remain gray (neutral) so the main path stays visually clear.

How to start the approval workflow

Who: Coordinator or Admin

  1. Open the renewal in renewaledit.html.
  2. Confirm required ownership fields are set:
    • Technical Owner (approver email)
    • Budget Owner (approver email)
    • Coordinator (for change/reject routing)
  3. Click Start Approval.
  4. Verify Status becomes Pending Approval and the progress bar shows Approval Started.

How decisions affect the workflow

  • Tech Approve: Moves workflow forward to Budget Approval; budget owner receives an email link.
  • Tech Approve with Changes: Sets status to Pending Change; coordinator is emailed to update the renewal.
  • Tech Reject: Sets status to Rejected; coordinator is emailed.
  • Budget Approve: Sets status to Approved; coordinator is emailed.
  • Budget Approve with Changes: Sets status to Pending Change; coordinator is emailed to update the renewal.
  • Budget Reject: Sets status to Rejected; coordinator is emailed.

Approval Snapshot (read-only)

The Approval Snapshot section shows when approval started, who started it, and the latest technical and budget decisions/notes.
This is informational only (no approvals are recorded from here).

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