This article explains how to approve or reject a generated file when you receive a request from the Form respondent.
1. How to approve or reject a generated file?
When someone submits a form, each approver will receive the following email, with the generated document to approve or reject:
You'll then be redirected to the Form Publisher web app. Select ‘Approve’ or 'Reject':
Finally, the Form respondent will receive a notification on the approval status of his request:
warning When you add multiple approvers, if someone already approved the file, the others won’t be able to modify the approval status.
2. Add an approval stamp on the generated file
Insert the following marker in your template: <<Workflow status>>
Form Publisher will then replace this marker with one of these approval statuses:
- waiting: The approver needs to review the document
- approved: The approver has approved the document
- rejected: The approver has rejected the document
info If you want to add the approver's email address, the approval date and some comments, please add the following markers:
- <<Workflow approver>>
- <<Workflow date>>
- <<Workflow comment>>
Read this article to learn more: ‘Tips: Standard markers to be reused in your template’
Here's the results with our leave request example, before and after validating a request:
3. Check who has validated the request in your responses spreadsheet
When an employee submits a new leave request, Form Publisher will automatically add the approver's email address under a new column called '[Form Publisher] Validators':
Next article:
Once you know how to approve/reject a generated file, proceed to the next article: '[Part 3] Ask for more information / add comment to a request'
Comments
15 comments
In the first step on the workflow organisation there is a level for applications where the approver wants more information and therefore it sends back to the person who applied to adjust their application but I can't find instructions on how to set this up? All I get is an option to Approve and reject none for resubmit/require more information etc
Hi,
You will need to activate the option for the user to Edit is response to use this option.
Hi --
I'm using the add on for a form that asks approval from managers. My issue is though, when it goes out to multiple managers the first one that responds (with an approval or rejection), essentially closes out the poll. Not allowing any of the other managers to vote or voice concerns.
Is there a way to combat this?
Hi,
I enabled the Edit for the user, the user(Approver) requests more information but after that I only get an email with the request for more information the Approver question and no option to answer the request. Only Option I get is to Update the response. What am I missing?
Hi,
@Molly Pace: For the moment this is the way Form Publisher works. We are not currently working on that part of the feature so it will not change for the moment.
@paula vedoya: Well once the approver asked for more information with a comment, the respondent can edit his response to match the need of the approver, that's how it works.
Is there a way to edit if you pressed rejected but meant to approve or vice versa?
If I reject the request is there a way that the document would not be created and attached to the email? Right now if I reject a request they still get the generated file in the rejection email.
i had setup the approval workflow. but when i approve, the form responder did not get the email.
Hi Effendy Yahya,
If you still have an issue, can you please contact our customer support at support@form-publisher.com?
They will give you the best answer as soon as possible. Thank you.
I have a problem where the responder didnt get an email after i approved his application. Can I know what's the prob? Thank you
Hi Syahirah,
Thanks for your comment!
Could you please create a ticket on our contact form here in order for our support team to investigate your request.
Thanks a lot
The <<Workflow date>> marker uses the dd/mm/yy format. Is there a way to change that to mm/dd/yy or any other format?
Hi Sean Bignami ,
Unfortunately some markers allow time format settings but the “Workflow date” time format cant be modified.
We apologize for the inconvenience.
Is there anyway that if the validator approves the file it is then sent on down to the line to another users email?
We would like users to submit forms for purchase requests. Before the purchase request makes it to the actual purchaser the employees manager should approve the purchase. If its approved the form gets sent to the purchaser and they know its valid. If not, it never makes it to the purchaser. That way the purchaser doesn't have to decide if its valid or not. If it shows up its been validated by the approver.
Hi Rick Williams,
Unfortunately, automatically re sending a form to another person after its approval is not possible.
We apologize for the inconvenience.
Please sign in to leave a comment.