The approvals solution allows you to create approval workflows for your forms. This ensures that any form submissions are approved by a specified approver before any submission events are triggered.
Configure your approvals app
Open the solutions menu and click manage on the Approvals card.
In the summary tab you are able to style and customise your Approvals Applet
Details - The title and tag line of your application that will be displayed when opening your app, as well as the link to open your Approvals Applet.
Email Sending - This is the email address that will be used to send emails to your approvers.
Colour Theme - This allows you to customise the Primary and Accent colours for your application.
Logo - This is the icon used for the Approvals application.
Here you can add, remove and filter your approvers. An approver must be added to this list before they can be used in your approval flows.
Once added your approvers will receive an email with a temporary password, they will need to use this to login before setting a new password.
An approver can be added to one or more approval groups.
Approvals must be part of an approval group to receive approvals, as approval steps are only set at the group level.
If you want to send an approval to a specific user simply create a group for that one approver and assign it to the approval step.
Here you are able to configure your approval flows.
These currently consist of a form and a number of steps each with an approver group. To configure your flow click the ADD NEW FLOW button, select your form, add a label to the step, select your group and click save.
Now the next time that form is submitted all members of the configured approval group will receive an email letting them know a new approval has been created. From this email they can access the approval directly, alternatively approvers can access the approvals list from the approvals applet. Once an approval is actioned no other member of the approval group need action it.
Steps can also be set to trigger conditionally based on the form submission. Meaning if you only want an approval step to be required when specific conditions are met within the form, you can configure that using the conditional logic configuration on that step.
You can open the approval applet using the OPEN SOLUTION button on the solution page of the console.
You will need to have a valid approver record to login to the applet.
Once you have logged in you will be able to see a list of your current pending approval, approvals that are requiring clarification and approvals where the clarification has been received.
From your approval applet you can manage all the approvals that have been assigned to you.
Approve, Seek Clarification, Deny
These are the 3 options currently offered for OneBlink Approval flows.
When the approver clicks the approve button they can add notes and optionally notify the submitted that the form has been approved.
If you choose to notify the submitted the email address will automatically populate if the user was authenticated when they submitted the form. If the user was not authenticated then the email address will need to be copied from the form submission. If the user was not authenticated and did not include their email address in the form than the submitter was anonymous and can not be contacted.
If seek clarification is selected you are passing a note back to the original submitted. In this case the submitter will need to be known. Once the notes and email address have been added you can click CONFIRM.
This will email the original submitter with a link to the form pre-filled with their initial submission data.
The email body will also include you note, specifying what requires clarification.
Similar to approve you have the option of including a note, however in this case the note will be included in the Deny email back to the original submitter. If the submission is made anonymously then the submitter cannot be contacted the approval is removed from your approval list.
Allow your administrators to view and filter all approvals.
Set up your Admins
Set up your approval users as Administrators by following the steps below:
- Click Manage on your approvals app
- Open the Approvers tab
- Create a new user or Edit an existing one
- Check the Administrator checkbox and click Save
Now when this approval users opens the approvals app they will be able to access the Administrator screen through the Gear button in the top right of the screen.
In the Administrator menu your Administrators will have access to all approvals, including ones that were conditionally skipped.
Can your filters to find the approvals you are looking for
- Submitted After - All approvals submitted after this date time (default to 12am the previous day)
- Submitted Before - All approvals submitted before this date time
- Last Updated After - All approvals updated after this date time
- Last Updated Before - All approvals updated before this date time
- Last Updated By - Search on your approvers to find all approvals that were last updated by that approval user
- Form - filter your different flows to see only ones that were submitted for a specific form
- Status. - filter on the status of the submission
- External Id - Search for a specific External Id
- Submission Id - Search for a specific Submission Id
For here you can see all of the actions that have occurred for this approval, including any private or public notes added at each step in the flow. You can also access the historic and most recent submissions of the form.
Sometimes submissions that have been approved, denied, or conditionally skipped that approval process still need to be changed. To accommodate this we have included the ability to Reopen these submissions. Similar to the Seek Clarification action, administrators can can sent the submission back to the original submitted for clarification. This will send an email to the specified email address, containing a link which will open the form and pre-fill it with all of the previously submitted data.