Overview
Use an Assignment Definition when work should remain open until an authorized supervisor signs it off. Build a Step state for work awaiting review and restrict the people who can move it into a Final state.
This creates a practical review stage in the Assignment workflow. It does not automatically assign a particular supervisor or require two different people to act.
At a glance |
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Who can do this | Super Users or Organization › Administrate to configure; reviewers also need access to modify the Assignments. |
Where | Configuration › Assignments › Assignment Definitions |
Works on | Backend (web), Mobile app |
Availability | Add-on — ask your CSM to enable Assignment Definition functionality. |
💡 Why this matters: Keeping “work done” separate from “review complete” gives teams a visible handover point before a task is closed.
Plan the review responsibility
Choose the User Group that will review work and confirm how its members receive access to the relevant Assignments and Locations. Being named in the resolver group does not itself grant every permission needed to edit a task.
Agree what the supervisor checks, what the technician should document and who follows up when review is delayed. If a supervisor can also do the work, your process must address whether they may review their own work.
Create the review workflow
1. Open Assignment Definitions
Go to Configuration › Assignments › Assignment Definitions and create a definition for the work. If it is unavailable, ask your CSM about Assignment Definition functionality. See Assignment Definitions.
2. Define the states
Example name | Type | Purpose |
Open | Initial | Work has been raised |
In progress | Step | Work is underway |
Awaiting supervisor review | Step | Ready for a review |
Completed | Final | Review is complete |
The names above are examples you enter. The Type controls the behavior: exactly one Initial state is required, and at least one Final state. “Awaiting supervisor review” must remain a Step if the Assignment should still count as open.
3. Limit final completion
On the States tab, set Who can resolve to the supervisors’ User Group. Regular Users outside those groups cannot enter a Final state; Super Users are exempt. Leaving the list empty allows anyone with modification access to resolve the Assignment.
4. Require closure documentation
Enable Require documentation on the relevant Final state if the reviewer must enter a description. This setting belongs to Final states. Agree separately what technicians should record before they move work to the review Step.
5. Complete the definition
Review Who can create, Who can be assigned, categories, priorities and deadlines, then save. Make sure work is actually created with this definition, including any Checklist triggers that should use it.
Trial the handover
Create an appropriate test Assignment with the definition. Have a regular technician move it to the review Step, then have an authorized supervisor inspect the details and complete the Final-state action. Check the required description and the resulting status.
Monitor the review Step as an active queue. A custom Step counts as Started in general status reporting; a Final state counts as Finished. See Assignment reporting when planning the review list.
🛑 Critical: A review-state name alone does not prevent a Location from opening. Any operational readiness effect needs its own configured priority and readiness rules. Verify those separately before relying on the workflow as an operating condition; see Location Overview readiness settings.
Best practices
Use an unmistakable name for work awaiting review.
Test with a regular technician, not only a Super User.
Keep the resolver group current and review its queue routinely.
Frequently asked questions
Can I require approval before an Assignment is finished?
Yes. Use a Step for awaiting review and restrict Final states with Who can resolve. This does not enforce a different reviewer from the person who performed the work. See Assignment Definitions.
Will this automatically stop a ride from opening until approval?
No. The Assignment’s states alone do not set readiness. Review the priority and organization readiness configuration separately. See readiness colors.
Should I disable the default Assignment Definition?
Only if all new Assignments should use your custom definitions. First confirm that every intended creator can use an appropriate definition. See disabling the default definition.