How to Review and Approve a Workflow Request as an Approver in KTern Planner?
As a designated Approver, you receive an
email notification when a workflow request is assigned to you. You must review
all impacted tasks and make a formal Approve or Reject decision inside KTern
Planner.
Step 1 — Access Pending Approvals
Navigate — Planner →
Planner Options → Workflow → Received Tab
Filter Options — Use
the dropdown to select your view:
- Pending Approvals by me — requests awaiting your action
- Involved as owner — workflows where you are the primary
approver
- Involved as notifier — workflows where you are informed
but not deciding
- Approved by me / Rejected by me — historical records
Step 2 — Review Unauthorized Changes
The first screen shows Unauthorized Changes — tasks outside
the requester's permission scope that triggered the workflow. Review the table
carefully:
Current Value | Proposed Value |
Planned End: 20 Dec 2025 | Planned End: 10 Jan 2026 |
Duration: 15 days | Duration: 26 days |
Status: On Track | Status: Needs Review |
Colour coding guide: Red "Unauthorized" = tasks outside requester's permission scope. Green "Authorized" = tasks the requester had permission to modify
Step 3 — Review All Changed Tasks
Click Next to view the complet list of all modified tasks —
both authorized and unauthorized — to understand the full project impact before
deciding.
Step 4 — Approve the Request
Review — Go through
all tabs: Unauthorized Tasks → All Changed Tasks → Final Approval
Comment — (Optional)
Add a comment explaining your approval reasoning
Click — Approve
button
After approval, the system immediately: applies all proposed
changes, unlocks all affected tasks, notifies the requester, blocks other
approvers from acting, and updates workflow status to Approved.
Step 4 (Alternative) — Reject the Request
Review — Identify
why the proposed changes are not acceptable
Comment — Mandatory:
Enter detailed rejection reason
Click — Reject
button
When to Reject: Proposed changes create unacceptable schedule impact,
resource availability doesn't support new dates, or changes conflict with other
project constraints
After rejection: all proposed changes are discarded, tasks
unlock and return to original state, requester is notified with your comments,
and workflow status updates to Rejected.
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