How to Set Up Multi-Stage Approval Workflows for Requests?

Profit.co offers the option to establish multi-stage approval workflows for project requests, ensuring proper governance and authorization.

What is a multi-stage approval workflow?

A multi-stage approval workflow is a structured process in which project requests move through defined stages, with approval requirements at specific stages that must be met before progressing.

Why are approval workflows important for requests?

Multi-stage approval workflows ensure proper governance, accountability, and strategic alignment before projects are initiated. Here's why this feature matters:

• Governance and Control: Ensures project requests go through proper review and authorization before receiving resources
• Strategic Alignment: Allows leadership to evaluate if requests align with organizational priorities and strategy
• Resource Protection: Prevents unauthorized projects from consuming limited organizational resources
• Accountability: Creates clear audit trail of who approved what and when

How do I set up approval workflows for request stages?

Follow these steps to configure multi-stage approvals:

1. Navigate to Settings → Portfolios and Projects → Requests from the left navigation panel
2. On the Request page, switch to the Stages tab
3. Under this tab, you can create different stages for your request workflow

• Click "Edit" on the request stage.
• A side panel will open, showing the sequence details.

How do I configure approval flows for a stage?

Set up approval workflows for each stage in your tollgate sequence:

Step 1

• In the request stage side panel, choose the stage name you want to configure.
• Each stage can have its own unique approval workflow.
• Click the Edit option for the selected stage.

• In the side panel, switch to the Approval Flow tab.

• This displays the approval configuration options.
• Choose between a standard or rule-based approval flow.

How do I set up multi-level approval sequences?

Create a sequential approval workflow with multiple approval levels using a real business scenario.

Business Use Case Example:

The 4-Level Approval Flow:

1. Technical Expert (Self-Designated) - Product Manager selects appropriate technical reviewer to validate feasibility
2. PM's Direct Manager (Employee's Manager) - Validates team capacity and resource availability
3. VP of Product (Department Head) - Ensures strategic alignment with department goals
4. PMO (PPM Admin) - Final portfolio governance and prioritization check

Configuration Steps:

1. In the Approval Flow tab, click Add Sequence
2. Select first approver type: Employees can designate their own approvers
3. Click "Add Approver" again for the second level
4. Select: Employee's Manager
5. Continue adding levels: Department Head, then PPM Admin

Result: Projects must progress through all four approval levels sequentially before advancing to the next stage.

Note: Once you enable the Parallel Flow option, the approvers complete the approval process in parallel rather than sequentially.

Best Practices for Approval Workflows

To maximize the effectiveness of multi-stage approval workflows:

• Keep Approval Stages Minimal: Limit approval points to 2-4 stages maximum. Too many approvals slow down decision-making and frustrate requesters without adding value.
• Match Approver to Stage Purpose: Assign approvers with relevant expertise and authority for each stage manager for feasibility, finance for budget, and executives for strategic alignment.
• Set Clear Approval Criteria: Documenting what approvers should evaluate at each stage. This provides consistency, reduces approval time, and helps requesters prepare

Related Questions

• How to create a project request in the PPM module: Click Here

Frequently Asked Questions