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Step Actions Reference

This page provides a complete reference for every action available on a workflow step. Actions are available based on the step type, the actor's role, and the current step status.

Action matrix​

ActionAvailable onWho can take itRequires commentStep result
ApproveApprove, SignAssigned reviewerNoStep = Completed (positive)
RejectApproveAssigned reviewerYes (rejection reason)Step = Completed (negative)
Review with CommentsReviewAssigned reviewerYesStep = Completed
Return for RevisionReview, ApproveAssigned reviewerYesWorkflow = Returned
DelegateAll typesAssigned reviewerNo (note optional)Step assignee changes
ReassignAll typesProject Admin, Org AdminNo (reason optional)Step assignee changes
TerminateAll typesProject Admin, Org AdminYes (reason required)Step = Terminated (forced)

Approve​

Purpose: Formally accepts the document or work at this step. The most common action for Approve and Sign step types.

Effect on step: Status → Completed. A positive approval record is created.

Effect on workflow: The workflow advances to the next step (or closes if this is the last step, with an Approved outcome).

Effect on document (when workflow closes): Document status → Approved (subject to the outcome determination mode).

Fields captured:

  • Approver name and timestamp (automatic)
  • Optional comment (free text)
  • Optional attachments

Audit record: "Approved by [Name] at [timestamp]"

Reject​

Purpose: Formally denies acceptance at this step. Triggers rejection handling as configured in the template.

Required: A rejection reason (free text, cannot be empty).

Effect on step: Status → Completed. A negative rejection record is created.

Effect on workflow: Depends on the template's rejection handling setting:

  • continue: Workflow advances to next step
  • stop_workflow: Workflow cancelled immediately
  • return_to_previous: Workflow returns to the preceding step

Effect on document (when workflow closes with rejection): Document status → Rejected.

Fields captured:

  • Rejector name and timestamp (automatic)
  • Rejection reason (required)
  • Optional attachments

Audit record: "Rejected by [Name] at [timestamp]. Reason: [text]"

Review with Comments​

Purpose: Marks a Review step as complete while attaching comments for the document owner or initiator to consider. Does not constitute an approval or rejection.

Effect on step: Status → Completed. A review record with comments is created.

Effect on workflow: The workflow advances to the next step. The comments are permanently attached to the step record and visible in the workflow timeline.

Effect on document: None directly — the document status is not changed by a Review step.

Fields captured:

  • Reviewer name and timestamp (automatic)
  • Comment text (required — a Review with Comments must have at least one comment)
  • Optional attachments

Audit record: "Reviewed with comments by [Name] at [timestamp]"

Return for Revision​

Purpose: Sends the workflow back to the initiator for correction or clarification, without formally rejecting the document.

Effect on step: Step is reset to Pending on the previous step (or the initiator is prompted if on step 1).

Effect on workflow: Workflow status → Returned. All active steps are paused. The initiator is notified with the return reason.

Re-submission: The initiator makes corrections and clicks Re-submit to restart the workflow from the beginning.

Fields captured:

  • Actor name and timestamp (automatic)
  • Return reason (required)

Audit record: "Returned for revision by [Name] at [timestamp]. Reason: [text]"

Delegate​

Purpose: Transfers step responsibility to another project member. The original assignee is removed and the delegate becomes the new assignee.

Effect on step: Assignee changes. The step remains active (status unchanged) — the delegate now owns it.

Restriction: Cannot delegate to someone without at least Reviewer role in the project.

Fields captured:

  • Delegated-from name and timestamp (automatic)
  • Delegate member name
  • Optional note (why delegation is happening)

Audit record: "Step delegated from [Name] to [Delegate] at [timestamp]"

Reassign (Admin)​

Purpose: Administrative override of step assignee. Used when the original assignee is permanently unavailable and cannot delegate themselves.

Who can use: Project Admin or Org Admin only.

Effect on step: Assignee changes. The step remains active. The new assignee is notified.

Difference from Delegate: Delegate is a self-service action by the current assignee. Reassign is an admin action that can change the assignee without the current assignee's involvement.

Fields captured:

  • Admin name and timestamp (automatic)
  • Original assignee
  • New assignee
  • Optional reason

Audit record: "Step reassigned from [Name] to [New Assignee] by [Admin] at [timestamp]"

Terminate (Admin)​

Purpose: Force-completes a step without a meaningful action. Last resort when a step is irreversibly blocked.

Who can use: Project Admin or Org Admin only.

Effect on step: Status → Terminated. The workflow advances to the next step as if the step were completed normally.

Effect on outcome: A terminated step does not count as an approval or a rejection. If the outcome determination mode is lowest_of_all, a terminated step is treated as neutral (neither positive nor negative).

Warning: Termination bypasses the normal review record. The reason must be thoroughly documented. This action is permanent and cannot be reversed.

Fields captured:

  • Admin name and timestamp (automatic)
  • Termination reason (required, cannot be empty)

Audit record: "Step terminated by [Admin] at [timestamp]. Reason: [text]"