Use these question types when a workflow needs to move from one user to another, or when a supervisor, EHS leader, or other reviewer must approve or deny work before it continues.
Before you begin
Before building a Collaborative Workflow, map the process you want to support.
Identify:
Who starts the workflow
Which sections each role should complete
Where ownership should transfer to another user
Where approval is required
What information each reviewer needs before making a decision
What should happen when the workflow is approved
What should happen when the workflow is denied
A clear process map makes the workflow easier to configure and easier for frontline users to complete.
Handoff questions
A Handoff question allows the current user to assign the next section of the workflow to another collaborator.
Use a Handoff question when one user has completed their part of the workflow and another user needs to continue.
Example handoff text:
“Hazard identification is complete. Who should conduct the equipment and electrical safety review?”
When the user completes the handoff, the assigned collaborator receives a text and email notification with a link to continue the workflow.
Approval questions
An Approval question allows an assigned approver to approve or deny the workflow.
Use an Approval question when a formal decision is required before work continues or before the workflow is completed.
The default approval options are:
Approved
Not Approved
You can use the question text and surrounding workflow steps to explain exactly what the approver should review before making a decision.
Example approval text:
“Review the completed pre-job safety assessment. Are the identified controls adequate for work to continue?”
Example workflow structure
A Collaborative Workflow may include steps like this:
Frontline worker completes hazard identification.
Frontline worker adds photos, comments, and a signature.
Frontline worker completes a Handoff question and assigns the workflow to an EHS leader.
EHS leader reviews prior responses.
EHS leader completes their review section.
EHS leader hands the workflow off to a supervisor.
Supervisor reviews the full workflow context.
Supervisor completes an Approval question.
All collaborators are notified of the approval decision.
The workflow record is visible in the mobile app and Live Feed.
Configure a Handoff question
In the Editor, open the workflow draft you want to update.
Add a Handoff question at the point where ownership should move to another user.
Write clear instructions so the current user knows who should receive the workflow next. The instruction should describe the role or responsibility of the next collaborator, not just the person’s name.
Recommended format:
“Your section is complete. Select the person who should complete [next section or review step].”
Examples:
“Your hazard identification section is complete. Select the EHS reviewer for the next step.”
“Your inspection section is complete. Select the supervisor who should review this workflow.”
“Your field review is complete. Select the person responsible for final approval.”
Configure an Approval question
Add an Approval question where a formal decision is needed.
Write the question so the approver understands the decision they are making.
Recommended format:
“Based on the information provided, is this workflow approved for [next action]?”
Examples:
“Based on the completed pre-job safety assessment, is this job approved to begin?”
“Are the listed controls adequate for work to continue?”
“Is this permit approved?”
“Is this equipment inspection approved for return to service?”
Add comments before approval
If approvers need to explain their decision, include an open text question before or near the Approval question.
Example:
“Add approval comments or explain what must be corrected before work can continue.”
This is especially helpful when a workflow is denied, because collaborators can review the feedback and understand what needs to be resolved.
Place handoffs and approvals intentionally
A Handoff question transfers ownership to another collaborator. An Approval question records a decision.
Use a Handoff question when the next person needs to complete additional workflow steps.
Use an Approval question when the assigned user needs to approve or deny the workflow based on the information already captured.
A workflow can include multiple handoffs and approvals when the process requires several roles.
Write clear section instructions
Collaborative Workflows work best when each section has a clear purpose.
Use section titles, note text, or question wording to help users understand:
What they are responsible for completing
What they should review from previous sections
Whether they are adding information, reviewing information, or approving work
What happens after they submit their section
Avoid vague wording like “Review this.” Instead, describe the expected review.
Better example:
“Review the hazard controls entered by the frontline worker. Confirm whether the controls are adequate or describe what must be corrected.”
After publishing
Once the workflow is published, users can begin collaborative workflow records from the mobile app. Collaborators will receive notifications when action is needed and can continue the workflow from their assigned step.
Managers can monitor progress from Live Feed and use workflow status filters to find pending, approved, denied, or lapsed Collaborative Workflows.