Approval Items and Tasks
Approvers maintain two separate libraries of reusable checklist entries under Project Creation Setup:
- Approval Items — applicant-visible entries the applicant must satisfy.
- Tasks — internal entries only approvers and co-approvers see.
Both libraries behave the same way. They hold master definitions you group into Project Types and snapshot into projects when a project is created.
What's in a library entry
Each approval item or task can carry:
- A title and description — what's required and why.
- Document checks — AI verification rules that run when a document is uploaded against the entry. See Document Checks.
- Reference documents — example files or templates to help applicants understand what you expect.
- A review sequence — a suggested order for working through the checklist.
When you add an entry to a project type, you can also set a project-type-specific description that's composed with the base description at project-creation time. Use this for context that only applies in one project type — a specific regulation reference, for example — while keeping the base description reusable.
Items vs tasks
The distinction is about audience, not structure:
| Approval Items | Tasks | |
|---|---|---|
| Who sees them | Approver, co-approver, applicant, collaborators | Approver and co-approver only |
| Typical use | "Provide signed engineer's certificate" | "Confirm engineer's registration is current" |
| Library | Project Creation Setup → Approval Items | Project Creation Setup → Tasks |
A single project's approval list mixes both; the applicant just sees a filtered view that hides tasks.
Editing a library entry
Library entries are edited on their respective library pages (/project-creation-setup/approval-items, /project-creation-setup/tasks). Edits do not affect existing projects — projects hold their own snapshots from the moment their project type was applied. Your edits only affect projects created from that point on.
If you need to change an entry on an existing project, edit it on the project itself.
Propagation of document checks
There's one exception to the snapshot rule: document checks propagate.
Active projects that were created from a library entry stay linked to that entry's checks. When you add, edit, or delete a check on the library entry, the same change is applied to all active projects that use it. This means:
- You can refine your check prompts over time and every in-flight project benefits immediately.
- Inactive, cancelled, and completed projects are left alone.
- Titles are generated in the background, so a newly added check may take a moment to appear with its final name.
This makes approval items and tasks especially valuable as a place to refine your AI checks over time. Get the prompt right once; every project improves.
Managing your libraries
Create
Both libraries have an + Add button. Name the entry, write the description, add any checks or reference documents, and save.
Delete
Deleting an entry removes it from the library and from any project type that references it. It does not remove existing projects' copies.
Build from a project
After completing a project, if its approval list turned out well, you can promote entries into the library so future project types can reuse them.
Best practices
- Keep base descriptions reusable. Put anything specific to a particular project type into a project-type-specific description so the base description stays broad.
- Invest in document checks. Because checks propagate, time spent refining them compounds across every active project.
- Use tasks liberally. They're free to add and easy to remove; a short internal checklist per project usually pays for itself.
- Split items, don't combine. Prefer two specific items over one vague one — it makes checks easier to write and status tracking more meaningful.