Step Types
Every step in a workflow template has a type that defines what the assignee is expected to do and which actions are available to them. Choosing the right step type ensures the workflow captures the right kind of response and maintains an accurate approval record.
The four step types
Review
A Review step asks the assignee to examine the document and provide feedback or comments. It does not require a binary approve/reject decision.
| Characteristic | Value |
|---|---|
| Available actions | Review with Comments, Return for Revision, Delegate, Reassign |
| Approval weight | Non-binding — a Review step does not count as an approval |
| Typical use | Early-stage design reviews, peer reviews, comment consolidation rounds |
When to use Review: When you need expert feedback but the step doesn't need to formally approve or reject the document. For example: an architect reviewing a structural engineer's concept drawings for coordination issues — they provide comments but the structural lead makes the approval decision in a subsequent Approve step.
Approve
An Approve step requires the assignee to make a formal decision: Approve or Reject. This is the authoritative sign-off step.
| Characteristic | Value |
|---|---|
| Available actions | Approve, Reject, Return for Revision, Delegate, Reassign |
| Approval weight | Binding — an Approve step's decision directly determines the workflow outcome (subject to the outcome determination mode) |
| Typical use | Formal design approval, management sign-off, quality assurance sign-off, client approval |
When to use Approve: When the step must produce a formal accept/reject record. For example: the Project Manager approving a method statement before works commence. The approval is the record of authority.
Acknowledge
An Acknowledge step requires the assignee to confirm they have read and understood the document. There is no approve/reject option — acknowledgement is the only action.
| Characteristic | Value |
|---|---|
| Available actions | Acknowledge, Delegate, Reassign |
| Approval weight | None — acknowledgement does not approve or reject |
| Typical use | Safety briefings, policy updates, compliance notices, transmittal receipts |
When to use Acknowledge: When you need a record that someone has received and read a document, but there is no decision to make. For example: distributing a project-wide safety notice and requiring all team leaders to confirm receipt.
Sign
A Sign step requires the assignee to provide a formal electronic signature — the highest level of commitment. This is treated as an equivalent to a wet ink signature for documents requiring formal execution.
| Characteristic | Value |
|---|---|
| Available actions | Sign, Decline, Delegate, Reassign |
| Approval weight | Binding — carries the same authority as an approval with the additional legal formality of a signature |
| Typical use | Contract execution, formal handover certificates, legal declarations, regulatory submissions |
When to use Sign: When the document requires formal execution rather than just review or approval. For example: the contract principal and contractor both signing a practical completion certificate.
Comparing step types
| Capability | Review | Approve | Acknowledge | Sign |
|---|---|---|---|---|
| Can approve | No | Yes | No | Yes (as signature) |
| Can reject | No | Yes | No | Yes (as decline) |
| Requires comment | Optional | Optional | No | Optional |
| Counts toward outcome | No | Yes | No | Yes |
| Audit record type | Review record | Approval record | Acknowledgement record | Signature record |
Using multiple step types in one template
Templates can combine all four step types in sequence or in parallel. A typical approval workflow might include:
- Review step — technical reviewer provides comments
- Review step — document controller checks for format compliance
- Approve step — project engineer approves the revised document
- Sign step — director countersigns before issue
- Acknowledge steps (parallel) — all subcontractors acknowledge receipt of the issued document
What's next
- Routing Modes — run steps sequentially, in parallel, or conditionally
- Step Assignments — assign steps by role or specific user
- SLA & Duration — set time limits per step
- Template Settings — configure how step outcomes determine the workflow verdict