Run a project with steps and approvals

Turn a stage into specific work

Open an Implementation project and select Steps. Steps sit under the stage they belong to. Choose Add step, pick a kind of step and give it a name that describes the outcome. Set an owner and due date. If it should wait for another step, add that dependency so the board can show why the work is Blocked.

Kind of step	Use it for
Task	Work a team member completes and ticks off.
Send and wait for it back or Collect a form	A message, contract or form you need to send and track.
Wait on someone else	Work outside your team that must happen before you can proceed.
Get approval	A named person needs to approve the work or send it back.
Upload files or photos	Evidence the project needs before it can move on.
Milestone	A date or point in the project that can depend on other steps.

Example: collect a customer handover form

1. Under your handover stage, add a Collect a form step and choose the form and recipient.
2. Choose the available delivery channel and check the message. For a first test, use a test recipient and send manually.
3. After sending, check that the step shows it is waiting. Submit the form as the test recipient and verify that the step completes. Check the Timeline for the sent message and subsequent activity.

For a Send and wait for it back step, choose what completes it, such as a reply, a returned form, a signature or manual completion. If the system cannot confidently match a reply, it can show Possible reply, check it. Open the conversation in Inbox and use Link to project if you can confirm the correct project.

Reuse steps on future projects

Open Implementation → Job types, choose a type and find Steps. Add the repeatable steps under the relevant stages. New projects of that type pick up the steps. Existing projects keep their current steps. If you enable Move on by itself when this stage’s steps are done, test the workflow with a sample project and check any stage approval rules.