When you have finalized the details of all the items in a project, you can mark the project as "Fully Approved" or "Partially Approved."
A Full Approval is approving all items involved in the project.
A Partial Approval allows you to select items you want to consider approved.
Consider the following before approving projects.
For the project to be approved, you may need to fill out some additional fields, depending on the Approved Project Required Fields settings under the Control Panel.
There is a Project Rule that you can set to automatically convert a Quantity-Based Project to a Unit-Based Project when a Project is approved.
When a project is marked as Approved, the following things happen:
For all approved items, all fields under the Price tab are locked. All items are marked as approved, and the price fields are locked.
All optional and alternate items are removed from the project.
A revision will be created. There is an option under the Project Number Format setting to set the revision number to blank vs. incrementing the number when the project is approved.
The ability to manually create revisions will be disabled.
The status of the project will default to the first status, which has its state set to Won.
To initiate the approval of a project, go to the Project Editor, select the project, and click Approval > Mark Project as Approved under the Management tab.
This will open the following modal with two tabs: General and Revision.
Full Approval
A Full Approval is approving all items involved in the project.
To fully approve a project:
1/ Change the close date if needed.
2/ Name the revision to be created upon approval and unselect some project files if needed.
3/ Click the Mark as Approved button.
You will see the status of the project change to Approved in the Project Explorer.
Partial Approval
A Partial Approval allows you to select items you want to consider approved. The other items in the project will be added to a new change order, and the order will be in the Pending state.
To partially approve a project:
1/ Complete steps 1 and 2 described in the Full Approval section.
2/ Select the Approve project partially option.
3/ Click the Select Items link, which will open a modal with all the items in the project.
4/ Select the items you want to be approved. You can use filters to filter items and also choose whether or not to include child items and parent items of the items you select for approval.
5/ Once you select the items, close the modal and click the Mark as Approved button.
You will see the status of the project change to Partially Approved in the Project Explorer.
Marking as Unapproved
If, for some reason, you want to edit the price fields of the items in the project, select the project and click Approval > Mark Project as Unapproved under the Management tab.
Select the status for the project and click the Mark as Unapproved button.
If the project you are unapproving is partially approved, the approved items will now be unapproved.