[Use Case 1] HR: Approve or reject a leave request

Updated August 07, 2020 10:30

This article explains the different steps of a leave request approval workflow, from the employee submitting the form to the approval or rejection of the request by the HR.

Approve or reject a leave request

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stars Goals

Set up an approval workflow for leave requests
Validate or reject the leave requests
Monitor the approval statuses of each request

check_circle Prerequisites

Read the prerequisites

mode_edit Running a simple example

An employee sends a leave request via a Google Form to you as an HR
Your HR department will review the request (or generated file) to validate or reject it, or ask for more information

How does the leave request approval work?

1. An employee answers a Google Form to submit a leave request

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2. You (as an HR) receive an email to accept or reject the request

In your responses spreadsheet, the ‘PENDING’ status lets you know that an approval is requested.

info Read this article to learn more: ‘[Part 5] Monitor the status of each request from your spreadsheet’

3. You approve the leave request

From the email you received, click ‘Approve’:

Your employee will then be notified by email:

The [Form Publisher] Validation status from your responses spreadsheet will turn from ‘PENDING’ into ‘APPROVED’:

If you open the generated file (under [Form Publisher] Sheet URL), the approval status will automatically update accordingly:

4. You reject the leave request

If you decide to reject a leave request, the process will be exactly the same as for the approval. The main difference is that all ‘APPROVED’ will be replaced by ‘REJECTED’.

5. You request further information on the leave request

This option is useful if you need further information from your employee before making your decision.

From the email you received, insert your comment, then click ‘Request information’:

‘FEEDBACK REQUESTED’ will appear the approval status of your responses spreadsheet:

Your employee will receive the following notification with your comment (if you have added), where he can edit his form to update his answers:

If you are satisfied with the new generated file, you can accept or reject the updated leave request (see 4. Approve the leave request and 5. Reject the leave request), and also add a final comment:

Proceed to the next article to know how to approve and sign an order form: '[Use Case 2] Sales: Approve and sign an order form'

Comments

12 comments

חוות עמק איילון Ayalon Valley Ranch August 28, 2017 07:54

hi.

great feature...

thanks.

i have a question....can i limit which one of the participants can approve or reject the form?

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Form Publisher Team September 01, 2017 15:55

Hi,

This is one of many feature that we will develop to follow this validation workflow. Unfortunately, we cannot give you a release date.

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Alexis RANDO October 16, 2017 13:51

Hi,

That's right, it's a very good feature.

I'm also waiting for limit which one of the participants can approve or reject the form.

Is there some news about the release date ?

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Form Publisher Team October 17, 2017 08:59

Hi,

I'm sorry to let you know that this feature will not be developed for the moment.

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Paulo Jinkins December 05, 2017 15:01

I need help fixing a bug:

I just started using Form Publisher yesterday. Initially the Validate feature was working when I was testing the functionality. However, the Upload File section in the Publisher output PDF file was not showing an attached file, so I tried to edit that feature. In the process the Validate feature stopped working and did not send me an email asking me to Approve or Reject.

I couldn't figure it out so I created a new Google Form and tried it again, but I still didn't get the Validate email. I also tried uninstalling and reinstalling the Add-On, but that didn't work either.

Please help!

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Bgreenleaf December 14, 2017 17:54

Not sure if this is a bug or intended functionality, but when I approved a form, it generates a new google doc instead of updating the original.

It would be helpful if it could update the original document so I don't have two documents with the same name, increment number, etc.

Thanks!

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Form Publisher Team December 15, 2017 15:59

Hi,

This is not a bug, but we will improve this feature so that the same document is updated.

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Ely Junior December 15, 2017 18:21

Hi, it's a great tool, congratulations!

How I add the 'Awaiting additional information' option because it is currently unavailable.

Thanks!

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Ely Junior December 15, 2017 18:24

Hi, it's a great tool, congratulations!

The Date << Workflow date >> is appearing even without being approved or rejected, its correct?

Thanks!

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warat agatwipat December 26, 2019 09:44

I've try to generate Googleform with Approval workflow. The new row was created normally in googlesheet with status 'Pending'. But when the document was approved by the approver the record in googleSheet still be in 'Pending' for a long time until change to 'Approved'. And when i'm clicking the pdf or doc URL the status not change from 'Pending' to 'Approved'.

What i'm doing something wrong? , please give me any suggestion.

Thanks.

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Richard Debrabant January 15, 2020 16:27

Hi warat agatwipat,

To solve your problem, could send an email to 'support@form-publisher.com' and provide us all the necessary details please ? A team member will get back to you shortly.

Thanks !

Richard

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Rohit Lohia April 03, 2020 10:46

Why it create a new google doc application instead of updating the original one? is it a bug in the system?

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