Work Plan Automation - Configure an Approval Task Workflow Action

Requirements

Global Permissions: Licensed
Plan Share With Permissions: Contributor, Owner
See OnePlan Plan Permission Hierarchy or more details.

Purpose

This article explains how to configure the Approval Task Workflow action in Work Plan automations.
Use the Approval Task Workflow action to initiate an approval workflow for a specific task. Approvers will be prompted to review and approve based on your configuration. See Use the Stage Gate Workflow as an Approver for more about the approval experience.

How to Configure the Approval Task Workflow Action

1. Click Add Automation Action > Select Approval Task Workflow from the drop-down. The configuration panel opens on the right.
   
2. Complete the form.
   • Assigned To: Select a recipient type from the drop-down. Options include:
     • Plan Field = Select a plan‑level user field. Any user assigned to that field will receive the notification.
       
     • Work Field = Select a work‑level user field. Any user assigned to that field will receive the notification.
       
     • Shared-With Level = Choose one or more Share-With permission levels. All users with the selected level(s) will receive the notification.
       
     • Specific User = Select one or more individual users to receive the notification.
       
     • Specific Team = Select one or more resource teams to receive the notification.
       
   • Approval Method: Determines how approval is completed. Options include:
     • First User = First User means the plan will be approved once the first user approves (if there are multiple approvers set).
     • All Users = All Users means that the plan will be approved once all users set up as approvers approve the plan.
   • Days until Approval is Due: Sets an expected timeline for reviewers. (This is not enforced; it is for guidance only.)
   • Notification Subject: Enter a subject for the approval notification that will be sent to all approvers.
   • Fields Sent: Select up to 10 fields to include in the notification for additional task context.
   • Message Body: Write the message included in the approval request.
     
3. Configure Approval Action(s). These actions run after the task is approved. Options include:
   • Send Notification
   • Update Work Item
   • Copy/Create Work Item
   • Request Update
   • Stop (ends the automation)
4. Configure Rejection Action(s). These actions run if the task is rejected. Options include:
   • Send Notification
   • Update Work Item
   • Copy/Create Work Item
   • Request Update
   • Stop (ends the automation)
     
5. Click Update to save the automation.

Next Steps

If you’re finished configuring your automation, click Save to finalize it.
If you want to extend your automation, you can add additional actions. While there’s no strict limit on how many actions you can include, we recommend keeping the number manageable to maintain optimal performance. Explore the other available action types to continue building out your automation.

• Configure an Update Work Item Action for Work Plan Automations
• Configure a Send Notification Action for Work Plan Automations
• Configure a Copy or Create Work Item Action for Work Plan Automations
• Configure a Request Update Action for Work Plan Automations