When an Approval Workflow request is raised, all affected tasks are automatically locked. No user — including authorized users — can edit these tasks until the workflow is resolved. This article explains how locking works and what to do.

Understanding exactly what triggers the Approval Workflow helps teams plan changes efficiently and avoid creating unnecessary approval requests that lock tasks and slow project progress.

Complete List of Workflow Triggers

Trigger	Scenario	Workflow Raised?	Why?
Date Change	Edit task dates — cascades to authorized tasks only	No	All affected tasks are within your permission
Date Change	Edit task dates — cascades to unauthorized tasks	Yes	Other group's tasks are impacted
Task Addition	Add task affecting parent/dependent task dates	Yes	Structural change impacts other groups
Task Deletion	Delete task impacting dependent task schedule	Yes	Other group's task dates shift
Indent/Outdent	Move task causing date shift to any task	Yes	Structural hierarchy change
Direct Edit	Edit own task with no cascading impact	No	No downstream impact detected
Locked Task Edit	Try to edit task under pending workflow	Blocked	Data conflict prevention

How to Avoid Unnecessary Workflow Requests

•      Coordinate with other team leads before changing dates on tasks with dependencies

•      Use the dependency view in KTern Planner to preview cascading impact before editing

•      Batch related changes together into a single workflow request rather than multiple small requests

•      Ensure User Group assignments are accurate — incorrect editor assignments cause unnecessary workflow triggers

•      Communicate planned structural changes (indent/outdent) to all group owners in advance

Authorization vs. Workflow — Full Decision Matrix

Scenario	Authorization	Workflow	Outcome
Edit own task, no cascading impact	Required	Not triggered	Saved immediately
Edit own task affecting authorized tasks	Required	Not triggered	Saved immediately
Edit own task affecting unauthorized tasks	Required	Triggered	Approval needed before saving
Attempting to edit another user's task	Denied	N/A	Cannot proceed
Indent/outdent any task affecting dates	Required	Triggered	Approval needed for structural change
Modify locked task during pending workflow	Blocked	N/A	Must wait for workflow resolution

Key Principle

Authorization defines whether a change can be initiated. Workflow defines whether additional approval is required for that change. Both systems work together to maintain complete project governance.

When an Approval Workflow request is raised, all affected tasks are automatically locked. No user — including authorized users — can edit these tasks until the workflow is resolved. This article explains how locking works and what to do.

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