How to add a private note when approving an eForm submission

How to add a private note when approving an eForm submission

For Group Edition 

It is now possible for approvers to add a private note when approving or rejecting an eForm submission. Private notes do not need to be enabled on an eForm-by-eForm basis, the feature is available for every approval workflow.


Private Notes are not visible to the user who submitted the eForm, and are only visible to Administrators, staff with Delegated Access to the eForm, and subsequent approvers of the eForm (if applicable). Private Notes are also not used in any reports or emails.

Private notes are visible when exporting the submission as a PDF with Administrator View


For all approvals, there are now two notes sections where text can be added as part of the approval process;
  1. "Notes" - any text added here can be see by all users associated with the eForm submission including the user who submitted the response. Notes will be on all PDF exports.
  2. "Private notes" - any text added here can only be seen by Administrators, staff with Delegated Access to the eForm, and subsequent approvers of the eForm. Private notes will only be on PDF exports with Administrator View.
How to add a private note
Following an eForm submission, approvers will receive an email from Operoo directing them to the submission so they can review it before approving or rejecting. Once the eForm submission has been opened in Operoo, under the "Approvals" section, approvers can then add a note and/or a private note.


How a Private Note will look in Operoo
Notes will show to an Administrator when they view the response at the top of the screen.


Notes will show to any subsequent approvals at the top of the screen when they go to approve or reject the submission (in this example, the Finance approval is being completed).


To the user who submitted the eForm, when they view the submission via their Operoo Central>FormLibrary>My Submissions, privates notes are not visible.


Approval workflows are only applicable on Self-Service eForms.

Related articles:
  1. Self Service forms
  2. Approval Stage Triggers
  3. How to use Approvals
  4. How to add, edit or delete an Approval stage to a Self-Service eForm
  5. Approve on behalf of staff member
 

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