When your respondents submit their Google Form, sometimes you might need to review their answers. This article explains you step-by-step how to let people approve or reject the generated files.
Approve or reject generated files with Validation Workflow
timer 10 min.
- Allow specific people to validate or reject the file generated
- Better control of your respondents’ answers
- Having a Google Form ready
- Having Form Publisher setup on your Form
- You send a leave request to your HR department via a Google Form
- Your HR department will reviews your request / generated file to validate or reject it, or ask for more information
1. Create a Google Form, your template and configure Form Publisher
First, make sure to ‘collect email addresses’ and allow ‘edit after submit’ on your Google Form:
Throughout this article, we will use a leave request form as an example, with specific questions like the employee name, function, leave period, type of leave etc.:
Our template is a Google Sheets. You can make a copy of our template to use it with Form Publisher:
- <<Workflow approver>>
- <<Workflow status>>
- <<Workflow date>>
- <<Workflow comment>>
Learn more on the standard markers to be reused in your template.
Then configure Form Publisher until you reach the Sharing options & Notifications step.
2. Add validators to your Google Form
On the Sharing options & Notifications screen, add the email addresses of your validators to approve the generated files (leave requests).
3. Enable the validation workflow
Make sure to activate the validation workflow option, and save it:
When an employee submits your form for a leave request, you will receive the following email:
In your responses spreadsheet, the ‘PENDING’ status lets you know that a validation is requested.
4. Approve the leave request
From the email you received, click ‘Approve’ then ‘DONE’:
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 validation status will automatically update accordingly:
5. 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’.
6. 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, click ‘Awaiting additional information’ then ‘DONE’:
‘FEEDBACK REQUESTED’ will appear the validation 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:
Optional: Add the validator’s email address in a new column of your responses spreadsheet
To do so, insert a new column and add a column header, like ‘[Form Publisher] Validators’.
Make sure to click on this cell (in our example, L1), then go to ‘Data > Named ranges…’:
Click ‘+Add a range’, and add the following named range: FormPublisherTimestamp[+]FORM_ID
Where FORM_ID is the ID of your Google Form (in edit mode), after removing any dashes (-):
In our example, the named range is defined like this: FormPublisherValidator1VioUnJLFiBbus0xS7dGUqENaqMY14uB5F2rYvU_vA
When an employee submits a new leave request, Form Publisher will add under this column the email address of the person who validated the request: