Approve or reject task updates

When resources update their task status and submit it for approval, you can approve or reject those updates if you have Approval permissions. Microsoft Office Project Web Access enables you to set up rules to approve task updates, or you can approve or reject task updates manually.

What do you want to do?


Set up approval rules

You can set up rules to approve certain task updates that you receive. These rules can run automatically, or you can choose to run them yourself. If you manage a large number of resources, you may find rules helpful in approving those task updates that are in alignment with your projects.

  1. On the Quick Launch, under Approvals, click Task Updates.
  2. Click Actions, and then click Manage Rules.
  3. Click New Rule.
  4. In the Name section, type the name of the new rule in the Name box, and then type a brief description of the new rule in the Description and comments for team members box.

When a task update is approved based on this rule, the description will be sent to the resource who submitted the task update.

  1. In the Automatic updates section, select the Automatically run this rule check box if you want this rule to be run automatically against all task updates that you receive.

 Note   When you run rules to automatically approve or reject task updates, the rules apply the task updates directly to the draft version of the project.

  1. In the Request Types section, select the types of requests that the rule should accept.

If you select the Task updates check box, be sure to select which task updates you want the rule to accept:

  • All Updates     Select this option to allow the rule to approve all task updates that you receive.
  • Where updated field matches a field in the published project     Select this option to allow the rule to approve task updates in certain fields, when the updates match the planned project data. If you click this button, you must also select options from the Updated Field, Operator, and Published Field lists.

For example, if you want the rule to accept task updates when the resource's actual work on the assignment is equal to the planned work currently captured in the project, select Assignment Actual Work from the Updated Field list, select Equal from the Operator list, and select Assignment Work from the Published Field list.

  • Where updated field matches a specified value     Select this option to allow the rule to approve task updates in certain fields, when the updates match a certain value. If you click this button, you must also select options from the Updated Field and Operator lists, and enter data in the Value box.

For example, if you want the rule to accept task updates when the updated finish date for the task is anytime before a specific date, select Task Finish from the Updated Field list, select Less Than Or Equal from the Operator list, and enter the specific date in the Value box.

  1. In the Projects section, click All my current and future projects to allow the rule to accept task updates in all of your projects, or click Specific projects to accept task updates only in certain projects.

If you click Specific projects, click a project that you want to include in the rule in the Available Projects box, and then click Add. If you want to add all projects that are created in the future, select the All projects in the future check box.

 Tip   If you add a project to the rule that you no longer want to include, you can click the project in the Selected Projects box, and then click Remove.

  1. In the Resources section, under Rule accepts requests from these resources, click All my current and future resources to allow the rule to accept task updates from all of your resources, or click Specific resources to accept task updates only from certain resources.

If you click Specific resources, click a resource that you want to include in the rule in the Available Resources box, and then click Add. If you want to add all resources that are assigned to tasks in your projects in the future, select the All resources in the future check box.

 Tip   If you add a resource to the rule that you no longer want to include, you can click the resource in the Selected Resources box, and then click Remove.

  1. If you selected the All task reassignment requests check box in the Request Types section, the Resources section also includes a reassignment setting. Under Rule accepts reassignments to these resources, click All my current and future resources to allow the rule to accept task reassignments from all of your resources, or click Specific resources to accept reassignments only from certain resources.

If you click Specific resources, click a resource that you want to include in the rule in the Available Resources box, and then click Add. If you want to add all resources that are assigned to tasks in your projects in the future, select the All resources in the future check box.

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Approve task updates by using rules

  1. On the Quick Launch, under Approvals, click Task Updates.

 Note   If you have no updates pending approval, a note is displayed on the Task Update Requests page.

  1. Click Actions, and then click Manage Rules.
  2. Click the rule that you want to run to approve task updates, and then click Run Rule.

If you want to run all of the rules you have defined, click Run All Rules.

After running your rules, click Task Updates, under Approvals on the Quick Launch, to review the remaining task updates and manually approve or reject those that were not approved by a rule.

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Approve task updates manually

  1. On the Quick Launch, under Approvals, click Task Updates.
  2. Select the check box next to each task update that you want to approve.

If you want to approve all task updates within a specific project, select the check box next to that project.

If you want to approve all task updates that are listed, click Select All.

 Tip   After selecting the task updates, click Preview to view how approving the task updates will change the work values and dates for your project or projects. The preview includes multiple views to enable you to see the impact of your changes and compare them with the current data.

  1. Click Accept to approve the selected task updates.

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Reject task updates

  1. On the Quick Launch, under Approvals, click Task Updates.
  2. Select the check box next to each task update that you want to reject.

If you want to reject all task updates within a specific project, select the check box next to that project.

If you want to reject all task updates that are listed, click Select All.

  1. Click Reject, and then type an explanation for the rejection in the box in the Confirmation dialog box.

The resource who submitted the task update will see an indicator Button Image on his or her Task Center page and can review your explanation to find out why the task update was rejected.

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Review and publish your approvals and rejections

After you approve or reject task updates, you can publish all approved updates to the project plan.

  1. On the Quick Launch, under Approvals, click Task Updates.
  2. Click Go To, and then click Applied Requests and Errors.

 Tip   If an update that you want to publish is not listed on the Applied Task Update Requests and Errors page, it may be waiting in the server queue, or the project may be currently checked out. Click Go To and then click Reviewed Requests to see the task updates that you approved but that are not yet ready to be published.

  1. Click Publish.
  2. Select the project to which you are publishing the updates from the Project list, and then click Publish.

 Tip   The Applied Task Update Requests and Errors page provides a history of your approvals and rejections, including any errors that may have occurred during the approval process. You can delete items from this history at any time by selecting the check box to the left of an update and then clicking Delete. Deleting an item from the history does not remove the updates from the project.

ShowWhy can't I perform some actions in Project Web Access?

Depending on the permissions settings you used to log on to Project Web Access, you may not be able to see or use certain features. Also, what you see on some pages may differ from what is documented if your server administrator customized Project Web Access and did not customize the Help to match.

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Applies to:
Project Server 2007