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How to use Approvals

Warren Chan
Updated
For Community and Group Editions
How to create approval processes for eForms

You can add an unlimited number of approval steps to an eForm. Each approval step will send an email notification to one or more people and request that they approve or reject an eForm that has been submitted by a user. Approvers will be reminded every 72 hours if they have outstanding approvals to accept or reject.

Approval steps are optional and added to an eForm in the form builder. 


Subsequent steps can happen at the same time or after a certain stage has been completed.


The Approving Group is a group of one or more people in the Staff tab (or Supervisors tab if the account is a business). Any of the people in an Approving Group can approve or reject the eForm submission, depending on the setting "Allow submitter to select approvers from the approval group?"



If the option "Allow submitter to select approvers for the approval group" is selected, only one staff member is required to approve the submission per approval. There cannot be multiple staff members approving a stage.

Approvers can see approval requests in Operoo Central.



Once the approver clicks the "Approve / Reject" button they will have visibility to the eForm submission and will be able to approve or reject the eForm. They also have the ability to add notes, for example, to explain why a submission was rejected. 

Under "Form Library" in Operoo Central, the user who submitted the eForm will have visibility of the eForm and approval status.


Administrators also have visibility in the Administrator Form Library.



Additional Information:
The following rules apply to submissions where approvers have been added or removed from the Approving Groups
  1. For submissions with approval status of Pending, where submitters are allowed to choose approvers
    1. Removed approvers will be removed from the submission
    2. Added approvers will not be added to the submission
  2. For submissions with approval status of Pending, where submitters are not allowed to choose approvers
    1. Removed approvers will be removed from the submission
    2. Added approvers will be added to the submission
  3. For submissions with approval status of Approved or Rejected
    1. no changes are made to the submission
  4. For submissions where the eForm, submission or submitter has been archived
    1. no changes are made to the submission


Related articles:
  1. How to add, edit or delete an Approval stage to a Self-Service eForm
  2. How to add a private note when approving an eForm submission
  3. Approval Stage Triggers
  4. Approve on behalf of staff member
  5. How does an Administrator create groups (Drag and Drop/Manual)?


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