By design, the change orders (COs) you create on Cloud require approval from the project manager assigned to the project. This “Project Manager Approval” functionality adds a review layer for COs created by resources assigned to the project. This also helps project managers delegate the creation of COs to project resources.
“Approve or reject change orders” permission
To approve COs, the project manager needs to be in a user group with the “Approve or reject change orders” permission in the "Projects" permissions group.
If the project manager is the CO creator or the project resource has the “Approve or reject change orders” permission, they can self-approve the CO.
Here are the three steps involved in approving COs.
#1 Request Approval
Once a CO is created, the CO creator can click the “Request approval” button in the top-right corner. The project manager assigned to the project will get an in-app notification and email.
#2 Approve or Reject CO
The project manager can approve or reject the CO and state the reason for rejecting it. However, they cannot make changes to the CO.
#3 Update CO and request approval
After the project manager rejects the CO, the CO creator will get a notification and an email saying that the CO has been rejected. The CO creator can view the reason in the notification or email.
A rejected CO is locked for edits. To make changes to the CO, the CO creator must click “Reopen” in the banner at the top and revise the CO.
Once the CO creator has made the necessary changes, they can request approval again.
Post-approval actions
If the CO is external, once it is approved, the CO creator can create the proposal and share it with the customer for acceptance. Once accepted, the CO changes are automatically factored into the project BoM, and the CO creator can request payment for the CO.
If the CO is internal, once it's approved, the changes are automatically factored into the project BoM.
To see how external and internal COs move through different states when created by the project resource or the project manager, check out these articles.