Multi-Stage Job Review
Business
Multi-Stage Job Review lets Workspace Owners design a sequential review workflow for Jobs by configuring multiple named review stages on a Job Template. Each stage can optionally be assigned to a specific team that owns editing rights while a Job sits in that stage. Controllers progress Jobs forward through the configured stages, and the final stage's action completes the Job.
When to use multi-stage review
A single review stage is enough when one person or team is responsible for signing off on completed work. Multi-stage review is useful when:
Different teams are responsible for different parts of the review (e.g. a Quality Assurance team checks first, then a Safety team signs off, then a Manager approves billing)
You need an audit trail of who reviewed at each step
You want to gate editing rights by team so reviewers don't accidentally modify work owned by another team
You want to drive review progression from a Workflow rather than manually
If your review process is single-step, you can continue to use a single configured stage (the default) and the experience is largely unchanged from previous releases.
Configuring review stages on a Job Template
Review stages are configured on the Job Template. Open the template and locate the Review Stages section.
In this section you can:
Add a stage — up to 10 sequential review stages per Job Template. Each stage must have a unique name.
Assign a team (optional) — when a team is assigned to a stage, only members of that team can edit a Job that is currently in that stage. Leave the team field empty if any reviewer should be able to edit Jobs in that stage.
Reorder stages — drag a stage by the handle to change its position in the sequence. Jobs move through stages in the order shown here.
Rename a stage — change the display name at any time. The new name applies to all Jobs in that stage on this template.
Delete a stage — removes the stage from the template. Jobs currently in a removed stage are auto-progressed to the next available stage.
Changes made to a Job Template's review stages are captured in the workspace audit log alongside other template changes.
The Job lifecycle through review stages
When a Job reaches the end of the field work portion of its lifecycle, instead of moving straight to Completed it enters the first configured review stage. The Job remains in that stage until a Controller progresses it forward.
From within a review stage, a Controller (or any user with edit permissions on the Job, subject to the team ownership rule) can:
Progress to the next stage (listed as "Review: {next stage name}") — moves the Job to the next configured stage. If this is the final stage, the action completes the Job.
Revert to Queued — sends the Job back to the team queue for further work.
The Job's status selector reflects the current review stage by name, so it is obvious which step of the review process the Job is currently sitting at.
Team-based editing rights
When a stage has a team assigned to it, only active members of that team can edit the Job while it is in that stage. Other users (including Controllers from other teams) will see the Job as read-only until it moves to a stage they own — or to a stage with no team restriction.
Completing the Job
When a Job is progressed past the final review stage, it transitions to Completed and the Job lifecycle ends. The full review history (which stages the Job moved through and when) is preserved in the Job's audit log.
Notifications
When a Job enters a review stage that has a team assigned, every active member of that team receives a notification via the new Review Stage Alerts notification channel. Notifications are delivered through:
Email
Push notification (provided the Push Notifications addon is enabled)
Tapping the notification opens the Job directly so the assigned reviewer can pick it up.
The Review Stage Alerts notification channel can be toggled on or off per user in notification preferences, alongside other channels.
Filtering on review stage
A Review Stage filter is available in the Jobs Manager filter panel. To use it, first select one or more Job Templates (the same prerequisite as the Form Data filter), then choose which review stages to filter by. Only Jobs currently in the selected stages will be shown.
You can also enable a Review Stage column in the Jobs Manager table view to see each Job's current stage at a glance.
The existing Pending Review status filter continues to work and shows all Jobs that are in any review stage.
Workflow Studio integration
Two Workflow Studio tasks are available to drive multi-stage review automatically. See the Workflow Reference Guide for full task details.
Pass Review Stage — transitions a Job to the next review stage, or completes the Job if already on the final stage.
Complete Job in Review — immediately completes a Job by skipping all remaining review stages. The action is recorded in the audit log as a workflow-driven skip and bypasses team review notifications.
The Update work form data task can update Job form data in any review stage (In Progress or Pending Review) and bypasses team-based review permissions, so it can be used in workflows that need to amend data on a Job that is currently sitting in a team-owned stage.
Single-Stage Review
Job Templates that existed before multi-stage review was introduced continue to work as before: each is configured with a single default review stage so the user experience for a Job in pending review is unchanged unless the template is reconfigured.
If you want to opt into multi-stage review for an existing template, just add additional stages to the Review Stages section. Existing in-flight Jobs on that template will be carried forward into the new stage configuration on save.
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